Administrative Assistant

Essential Functions

• Completes all scheduling, coordination, and follow-up tasks for meetings/events for the department including scheduling, space setup/breakdown, documenting minutes/follow-up tasks.
• Coordinates onboarding logistics for clinicians and non-clinicians as requested by the leadership team, to include scheduling ergonomics evaluations, safety tours, meet & greets, and any department-specific activities etc.
• Maintains resources that support intra- and inter- department operations; accountable for establishing a regular cadence to prompt leadership’s review and approval of these resources.
• Tracks and assembles department performance measures as requested by the leadership team.
• Maintains non-clinical supply inventory and ensures meeting spaces located with the department are equipped with supplies.
• Supports the leadership team with routine operations activities and follows tasks through to completion (i.e. report generation and distribution, facilities/IT tickets, management of clinician schedules for approved changes).
• For primary care departments, this includes panel management and patient transfer activities.
• For specialty services departments, this includes managing pre- and re- authorizations, referrals/orders, and coordinating with external healthcare organizations as needed to ensure complete and accurate records for patients seen at InterMed.
• Processes invoices and reimbursements approved by the leadership team.
• Supports the leadership team in delivering engagement activities for team members.
• All other projects as assigned by the Practice Manager and/or Department Chief.

Job Requirements

• Associate’s degree is preferred.
• Medical office environment experience preferred.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, and PowerPoint) is required.
• Sound professional judgment skills.
• Responds to requests in a timely manner and provides clear, accurate information within scope of knowledge and authority.
• Ability to maintain confidentiality.
• Excellent communication skills; both oral and written.
• Ability to foster an enhanced team environment.
• Ability to multitask, prioritize, organize, and plan work independently.
• Committed to excellence in customer service and clinical care.

InterMed is an equal opportunity workplace and prohibits discrimination or harassment of any kind. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, gender identity and/or expression, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.