Administrative Assistant, Patient Scheduler

Avispa Technology•Stanford, CA

11h•Onsite

About The Position

A leading university is seeking an Administrative Assistant, Patient Scheduler to support daily operations within a Clinical Research Unit. This role serves as a key point of contact for research participants, study teams, and clinical staff while coordinating patient scheduling, managing communications, supporting participant hospitality, and maintaining efficient clinic operations in a research environment.

Requirements

2+ years of experience in administrative support, medical front desk, scheduling, customer service, or a related role.
Strong interpersonal and customer service skills with the ability to interact professionally with participants, clinical staff, and research teams.
Experience managing phone systems, scheduling appointments, and routing inquiries accurately.
Understanding of HIPAA regulations and patient confidentiality practices, or willingness to learn.
Ability to multitask and transition effectively between administrative, operational, and participant-facing responsibilities.
Ability to work effectively with diverse teams and personalities in a fast-paced clinical environment.
Strong written and verbal communication skills.

Nice To Haves

Experience in a healthcare, clinical research, medical office, or university environment is preferred.

Responsibilities

Coordinate and schedule participant appointments across multiple active clinical research studies, welcome and check in participants, and ensure accurate scheduling and visit management.
Answer and manage incoming phone calls, respond to basic inquiries, and accurately triage requests to appropriate study teams, nurses, clinical staff, or leadership.
Support participant hospitality by preparing, organizing, and serving lunches, snacks, and refreshments during study visits while ensuring a positive participant experience.
Assist with clinic operations by resetting, tidying, organizing, and restocking clinic rooms between visits to maintain a clean, efficient, and welcoming environment.
Provide administrative and operational support to multiple research teams while maintaining HIPAA compliance, protecting confidential participant information, and assisting with additional tasks as needed.