What can we offer you?
Apart from job satisfaction, we can offer you:
HEALTH
- Medical, Dental and Vision benefits for you and your family, including Flexible Spending Accounts (FSA)
YOURSELF
- Paid time off policy including holidays and sick time
- Internal growth and development programs & trainings
WEALTH
- 401(k) program, life & accident insurance and disability insurance
The Clinic Administrator is responsible for providing both front-desk reception support and higher-level administrative coordination within the clinic. This role ensures a seamless participant experience while managing operational and clerical tasks critical to clinic functions. This role provides leadership and reliable support, ensuring smooth daily operations while fostering a welcoming and organized environment for both patients and staff.
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Key Responsibilities:
Responsibility
Supporting Activities
Reception & Participant Support:
- Answer and direct incoming calls, transfer calls, and take messages.
- Welcome visitors, check-in/check-out patients and study participants.
- Confirm participant identification, update scheduling software, and ensure wristbands are placed correctly.
- Schedule new evaluation appointments and provide pre-visit reminders.
Administrative & Clerical Support:
- Create and maintain patient charts, including sending correspondence to referring physicians.
- File documents and subject charts accurately.
- Prepare and distribute meal vouchers for study participants.
- Assist with scheduling and arranging hotels and car services as needed.
- Manages potential new subject inquiries received through recruitment lines and web site.
- Oversight responsibility assigned vendor(s), requesting and confirming services as needed.
Supply & Facility Management:
- Maintain inventory of medical and non-medical supplies (e.g., syringes, vacutainers, office supplies, kitchen items).
- Stock clinic rooms, kitchen, monitoring areas, and printers.
- Schedule dry ice delivery, laundry service, and appliance servicing appointments.
- Manage medical waste pickups and vendor coordination.
- Responsible for clinic calibrations and asset management.
Shipping, Receiving & Financial Support:
- Serve as liaison for incoming and outgoing mail and deliveries.
- Track and send ECG overreads to cardiology.
- Order and reconcile study participant stipends and meal coupon invoices.
- Receives, reviews, and codes clinic invoices.
General Office & Reception Support:
- Maintain organization of waiting room and overflow areas.
- Provide office support including answering inquiries, managing parking validation, and ordering supplies.
- Support clinic leadership with administrative tasks as needed.
Other:
- Carry out any other reasonable duties as requested.
Functional Competencies (Technical knowledge/Skills):
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Excellent verbal and written communication skills.
- Ability to provide high-quality administrative support and handle multiple priorities.
- Strong customer service skills and ability to interact professionally with participants and staff.
Experience, Education, and Certifications:
- High School Diploma required; associate's degree or some college preferred.
- Experience in a clinic, healthcare, or medical office setting preferred.
- Proven experience managing administrative tasks in a fast-paced environment.
- Knowledge of medical scheduling software and procedures is a plus