Noorda College of Osteopathic Medicine
Administrative Assistant – Medical Clinic
Part-time (Could move to Full-time in the next 6 months)
Location: On-site at Medical Clinic & Campus
Overview of Position:
The Administrative Assistant coordinates all activities at the Noorda COM medical clinic with practicing physicians and Medical Assistant, including scheduling appointments, greeting patients, telephone & email communication, and general office responsibilities. Exercises good judgment in a variety of situations, with strong written and verbal communication; administrative and organizational skills; and the ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
1. Administration of operations coordinating a broad variety of administrative tasks including but not limited to:
1.1. Tactfully working with a variety of constituents including students, faculty, patients, professional organizations, and community partners.
1.2. Work collaboratively as administrative liaison between the clinic physicians, clinical affairs administration, and clinic staff to assist in providing high-level responsive services at the clinic.
1.3. Responsible for day-to-day administrative, clerical support for confidential records and files (e.g., patient evaluations, patient records, lab results, and medical documentation) utilizing a variety of database tools (e.g., EHR, Excel, Access).
1.4. Facilitate the clinic(s) calendar to schedule new patient appointments, follow-up appointments, trainings; meetings and vendor meetings as needed.
1.5. Meets regularly with the Clinic Manager and Clinic Affairs management to discuss operations and tasks preparing appointment briefing and background materials ensuring materials are provided in a timely manner for review.
1.6. Perform general office duties including aiding in resolving patient questions and issues, answering the telephone, taking, and delivering messages, copying and dissemination of materials; receive, sort, and distribute mail, filing, manage calendars, and preparation of standard office forms.
1.7. Assists with scheduling follow-up treatment needs for patients at other facilities (Ex: Lab work, screenings, and referrals to specialist).
2. Facilitates communication between all internal and external constituents
2.1. Demonstrating professionalism, tact and leadership to maintain credibility, trust, and support with all parties.
2.2. Prioritize and brief the Clinical Manager and department(s) head regarding information/action items that require review/input/action; handling matters expeditiously, proactively, and following-through on assignments to successful completion, often with deadline pressures.
2.3. Contributing to document development and distribution making revisions, obtaining signatures, and assisting in the document process
3. Actively engages in the advancement of the College.
3.1. Assist in the production of meetings and special events, including but not limited to room reservations, catering services, audio-visual requirements, and set-up.
3.2. Provide support for Physicians as assigned (e.g., prepare for and attend meetings, transcribe and distribute minutes)
3.3. Ensure agendas, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of minutes and/ or other media.
Education: Associate degree required; Baccalaureate degree preferred. Equivalent experience may substitute for education.
Experience: Two years administrative/coordination related experience. One year experience supporting multiple individuals. Two years’ experience in medical office is preferred.
Skills & Abilities: Excellent communication skills. Must demonstrate high level of skills in email communications. Proficient in Microsoft applications, including Excel, Word, and PowerPoint. Working knowledge and/or familiarity with Adobe Professional, Photoshop, Paint and Photo Editor, a plus. Must have excellent interpersonal skills, including the ability to understand, assess, and use appropriate professional judgment. Effective use of diplomacy and tact essential. Demonstrated initiative in being proactive, anticipating needs, and implementing effective action plans. Requires the ability to set priorities, meet deadlines, and perform assignments accurately. Must have strong grammar and punctuation skills. Must have strong organization skills, be flexible and able to adapt to changed priorities and effectively handle frequent interruptions. Must be able to effectively handle multiple projects and tasks simultaneously. Must be able to lift 40 lbs. Must be flexible to work early or late or on weekends for certain tasks. Demonstrated ability to work in a team environment yet work well independently. Must have excellent telephone etiquette.
Salary & Benefits:
Salary is commensurate with education and experience. Full time staff are eligible for the following benefits:
Noorda College of Osteopathic Medicine is an Equal Opportunity Employer and does not discriminate against individuals in any phase of the application or employment phase on the basis of race, religion, creed, color, national origin, sex, sexual orientation, gender identity or expression, age, ancestry, physical or mental disability, medical condition including medical characteristics, marital status, veteran status, economic status, genetic identification, political belief, or any other classification protected by applicable local, state or federal laws. We encourage all qualified individuals to apply.
The Noorda College of Osteopathic Medicine is seeking qualified candidates to support our unique, innovative curricular model designed for a modern-day medical school. We have received pre-accreditation status with the Commission for Osteopathic College Accreditation and enrolled our first 90 medical students in Fall 2021. Located in the beautiful Utah Valley in Provo, the campus is surrounded by the Wasatch Mountain range and Utah Lake. We will admit our second cohort of 135 medical students in Fall 2022 and have a new academic building under construction which is scheduled to open in Summer 2023.