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Clinic Administrator

AT Perceptive
Perceptive

Clinic Administrator

New Haven, CT

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

Client-provided location(s): New Haven, CT, USA
Job ID: Calyx-JR103852
Employment Type: Full Time

Perks and Benefits

  • Health and Wellness

    • Health Insurance
    • Vision Insurance
    • Life Insurance
    • Short-Term Disability
    • Long-Term Disability
    • Dental Insurance
    • HSA
    • FSA
    • Virtual Fitness Classes
  • Parental Benefits

    • Birth Parent or Maternity Leave
    • Adoption Leave
    • Adoption Assistance Program
  • Work Flexibility

    • Remote Work Opportunities
    • Flexible Work Hours
    • Hybrid Work Opportunities
  • Vacation and Time Off

    • Paid Holidays
    • Personal/Sick Days
  • Financial and Retirement

    • 401(K)
    • 401(K) With Company Matching
  • Professional Development

    • Leadership Training Program
    • Tuition Reimbursement
    • Access to Online Courses
  • Diversity and Inclusion

    • Unconscious Bias Training
    • Diversity, Equity, and Inclusion Program