Administrative Assistant Healthcare

Position: Administrative Assistant – Medical Practice
Part-Time | 2–3 Full Days per Week
Compensation: $23–$24 per hour

Position Overview

Our medical practice is now focused and specialized in several areas of Occupational Health. . We are seeking a mature, reliable, and highly organized Administrator to manage day-to-day office operations.

This is an in-person, part-time position requiring 2–3 full weekdays per week (approximately 16–24 hours total). Some scheduling flexibility is available.

This role does NOT involve insurance processing or prior authorizations.

This position requires full ownership and accountability. The successful candidate must be comfortable working independently and managing front desk operations without close supervision. You will be expected to identify problems, take initiative, and resolve issues without relying on the physician for routine operational decisions.

Required Skills

You must be able to:

• Competently use a computer ie google docs etc
• Think quickly, work efficiently, and process information accurately
• Solve problems independently and take full ownership of tasks
• Manage and manipulate PDF documents
• Maintain and update spreadsheets
• Troubleshoot basic office technology (printers, scanners, Bluetooth, etc.)
• Type accurately and efficiently
• Demonstrate basic math and English proficiency (minimum 8th-grade level)

Key ResponsibilitiesAdministrative & Front Desk Duties

• Manage patient check-in and check-out processes
• Accurately collect and enter all required documentation into the EMR
• Verify and enter patient demographic information
• Answer phone calls professionally and promptly
• Proactively resolve patient data issues (e.g., missing labs, imaging reports)
• Review, download, and route incoming faxes
• Monitor and respond to practice email accounts
• Organize documentation for occupational health exams
• Scan, upload, and file forms, lab results, and reports into the EMR
• Escort patients to exam rooms and assist with retrieving records as needed
• Maintain strict HIPAA compliance and patient confidentiality
• Maintain and update spreadsheets
• Keep front desk workflow organized and efficient
• Restock office and clinical supplies
• Maintain a clean, orderly, and professional office environment
• Contact vendors or technical support when issues arise
• Identify and implement workflow improvements
• Perform light cleaning of shared spaces as needed

Minor Clinical Tasks (Training Provided)

• Obtain patient vital signs
• Perform hearing and vision testing
• Assist with basic occupational health procedures

Ideal Candidate Profile

We are looking for someone who is:

• Mature, professional, and accountable
• Dependable, punctual, and consistent
• Highly organized and able to multitask
• Intelligent and able to process information quickly
• A strong independent problem-solver
• Comfortable with technology and learning new systems
• Calm under pressure and able to work independently
• Strong in written and verbal communication
• Courteous, neat in appearance, and patient-focused
• Competent in spelling, grammar, and basic math
• Able to demonstrate a stable work history, including at least five (5) years with a single employer

Important Notes — Please Read Carefully Before Applying

• This is a strictly part-time position (16–24 hours per week)
• Reliable attendance is essential in a small practice setting
• If you are seeking full-time employment, please do not apply
• Cell phone use is not permitted during work hours
• Applicants without a stable work history (minimum 5 years in one position) should not apply
• Applicants must be capable of independently managing front office responsibilities

Note: This role requires focus, common sense, and follow-through. You must be able to manage tasks independently and take responsibility for their completion. If you struggle with organization, communication, spelling, or problem-solving, this position will not be a good fit.

Preferred (Not Required)

• Experience in a medical or healthcare office
• Experience with EMR systems (especially Practice Fusion)
• Background in patient-facing or clinical administrative roles

Schedule

• Approximately 16–24 hours per week
• Must be available for 2–3 full weekdays (specific days to be determined)

Job Type: Part-time

Pay: $24.00 - $25.00 per hour

Work Location: In person