Medical Administrative Assistant - Medical Operations

Mayo Clinic • Jacksonville, FL

7d • $22 - $30

About The Position

The Medical Administrative Assistant is a multifaceted role coordinating complex clinical, technical, and administrative functions under general supervision. The position works independently, uses judgment and discretion, and provides status updates or outcomes to appropriate personnel. It requires coordinating multiple projects accurately and efficiently, adapting to changing priorities, improving procedures, and collaborating with internal and external contacts.

The role supports daily operations and activity flow in a patient care area, serving as a central information source for staff, physicians, patients, and families. It supports multiple health care providers and team members, including obtaining and importing patient-related materials, slides, images, and information into electronic health records. The assistant manages provider calendars, triages patient communications, coordinates complex appointments and procedures, and works with access-management colleagues to resolve scheduling conflicts.

Additional duties include coordinating meetings, events, travel, and expenses; creating or managing departmental web pages; preparing databases, spreadsheets, agendas, minutes, reports, presentations, letters, and statements; processing professional licensing and related fees; assisting with physician recruitment, visiting professorships, and rotations; managing office supply and equipment inventory; supporting department and division operations leaders; and maintaining records and files.

Requirements

• High school diploma or GED plus at least two years of administrative support experience; or a one-year degree/diploma in an administrative, business, or medical-related program plus 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 also be required depending on role and background.
• Strong organization, customer service, professionalism, interpersonal relations, written and oral communication, prioritization, task-switching, and adaptability skills.
• Effective and appropriate decision-making, judgment, confidentiality, attention to detail, and follow-through.
• Experience coordinating travel and managing expenses.
• Proficiency in 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 is preferred.

Responsibilities

• Coordinate complex clinical, technical, and administrative functions, exercising independent judgment and discretion.
• Support daily operations and activity flow in the patient care area and serve 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 ensure related follow-through.
• Act as a referring physician liaison by coordinating 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, interpreting and applying 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 the department/division Operations Administrator and Operations Manager.
• Maintain routine records and files efficiently.
• Identify innovative improvements to work procedures and methods that may save time and costs.
• Coordinate multiple projects and adapt to changing priorities while maintaining accuracy and speed.

Benefits

• Multiple medical plan options.
• Dental coverage through Delta Dental or a reimbursement account for flexible coverage.
• Affordable vision plan with a national network.
• Health Savings Account and Flexible Spending Account options for eligible expenses.
• Competitive retirement package.
• Continuing education and advancement opportunities.

What This Job Offers

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