Administrative Assistant - Waltham, MA

IVI America•Waltham, MA

1d•$23 - $25•Onsite

About The Position

The Administrative Assistant oversees and supports physicians, advanced practitioners, and administrative operations of a fertility practice. The role manages clinical, research, education, and non-clinical schedules; coordinates patient care and appointments within Everleap Fertility and at outside facilities; and helps patients understand their insurance requirements while tracking referrals and prior authorizations. The assistant also obtains authorizations for procedures at outside facilities and prepares patient charts administratively before physician appointments. The position requires clear communication across departments, adaptability to clinic needs, strong organization, prioritization, problem-solving, and decision-making. The schedule is Monday through Friday, 9:00 AM–5:00 PM, although hours may vary. The role is based in Waltham, Massachusetts. Everleap Fertility offers a comprehensive benefits package to employees working at least 30 hours per week.

Requirements

Demonstrated ability to adapt, innovate, and communicate clearly with interdisciplinary teams.
Problem-solving and decision-making skills.
Strong organizational skills, including the ability to prioritize and execute.

Responsibilities

Manage clinical, research, education, and non-clinical schedules for physicians and advanced practitioners.
Coordinate patient care by scheduling appointments within Everleap Fertility and at outside facilities.
Educate patients about their insurance plan requirements and track referrals and prior authorizations.
Obtain prior authorization for procedures scheduled at outside facilities.
Prepare patient charts administratively before physician appointments.
Communicate clearly and effectively with all departments.
Adapt to meet the needs of the clinic.