Medical Administrative Assistant - Medical Operations

Mayo Clinic • Jacksonville, FL

7d • $22 - $30

About The Position

The Medical Administrative Assistant coordinates and manages complex clinical, technical, and administrative functions under general supervision, working independently and updating appropriate personnel on status and outcomes. The role requires independent judgment, discretion, accuracy, adaptability, and the ability to manage multiple projects and changing priorities. It supports the daily operations and activity flow of a patient care area, serves as a central information source for staff, physicians, patients, and families, and provides administrative support to multiple health care providers and team members.

Clinical and patient-facing support includes obtaining and importing patient-related materials, slides, images, and information into electronic health records; managing provider calendars to support patient access; triaging calls, electronic messages, faxes, and mail with follow-through; liaising with referring physicians; and coordinating complex appointments, ancillary testing, and procedures. The assistant partners with Office of Access Management colleagues when scheduling conflicts arise.

Administrative duties include coordinating meetings and events, national and international travel, and provider and guest expenses; creating or managing departmental web pages; preparing databases, spreadsheets, agendas, minutes, reports, presentations, letters, and statements; processing professional licensing, dues, annual fees, and expenses; and assisting with physician recruitment, visiting professorships, and rotations. The role also purchases and manages office supplies and equipment, supports the administrative and project needs of department/division Operations Administrators and Operations Managers, and maintains routine records and files.

The position requires a high school diploma or GED with at least two years of administrative support experience; a one-year administrative, business, or medical-related degree/diploma with at least one year of administrative support experience; or an associate’s degree in an administrative, business, or medical-related program. Relevant support experience includes meeting management and calendar coordination, creating or transcribing correspondence and documents, and using business software to produce databases, spreadsheets, and presentations. Individuals without relevant medical education or experience must successfully complete a Medical Terminology course within six months of employment; Anatomy/Physiology may also be required depending on role and background. The role requires strong organization, customer service, professionalism, interpersonal and communication skills, prioritization, decision-making, confidentiality, attention to detail, travel and expense coordination experience, proficient English usage, and proficiency with computers, telecommunications, office equipment, and multiple systems.

Requirements

• High school diploma or GED and at least two years of administrative support experience; or a one-year degree/diploma in an administrative, business, or medical-related program and at least one year of administrative support experience; or an associate’s degree in an administrative, business, or medical-related program.
• Administrative support experience must include meeting management and calendar coordination, creating or transcribing correspondence/documents, and using business software to produce databases, spreadsheets, presentations, or similar materials.
• Individuals without relevant medical education or medical experience must successfully complete a Medical Terminology course within six months of employment.
• Anatomy/Physiology may be required depending on the role and the candidate’s background.
• High-level organization, customer service, professionalism, interpersonal relations, written and oral communication, prioritization, task switching, and adaptability skills.
• Effective decision-making and judgment, confidentiality, attention to detail, and follow-through.
• Experience coordinating travel and managing expenses.
• Proficient English grammar, punctuation, and sentence structure.
• Proficient use of computer hardware and software, telecommunications, and other office equipment, including the ability to navigate multiple systems simultaneously.

Nice To Haves

• Work-related experience within the last ten years.

Responsibilities

• Support daily operations and activity flow in the patient care area and act as a central source of information for staff, physicians, patients, and families.
• Support multiple health care providers and team members within the medical practice.
• Obtain and import patient-related materials, slides, images, and information into patients’ electronic health records.
• Manage and coordinate provider calendars to support performance and patient access objectives.
• Triage patient calls, electronic messages, faxes, and mail, and complete related follow-through.
• Serve as a referring physician liaison and coordinate complex appointments, ancillary testing, and procedures.
• Partner with Office of Access Management colleagues to coordinate appointments when scheduling conflicts arise.
• Coordinate departmental and administrative meetings, event planning, national and international travel, and expenses for providers and guests.
• Create and/or manage departmental web pages.
• Generate databases, spreadsheets, agendas, minutes, reports, and presentations; compose letters and statements independently in accordance with departmental policies.
• Process professional licensing, dues, annual fees, and expenses in a timely manner.
• Coordinate and assist with physician recruitment, visiting professorships, and rotations from different Mayo locations.
• Purchase and manage inventory of office supplies and equipment.
• Support administrative and project needs of department/division Operations Administrators and Operations Managers.
• Maintain routine records and files efficiently.
• Coordinate multiple projects, adapt to changing priorities, and identify ways to improve work procedures and methods for time and cost savings.
• Collaborate with internal and external contacts to complete duties, resolve problems, and improve efficiency.

Benefits

• Multiple medical plan options.
• Dental coverage through Delta Dental or a reimbursement account for flexible coverage.
• Vision plan with a national network.
• HSA and FSAs for eligible expenses.
• Competitive retirement package.
• Competitive compensation and comprehensive benefit plans.
• Continuing education and advancement opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree