Sr. Administrative Assistant- AZ- Therapy Institute

Midwestern University•Glendale, AZ

18h•Onsite

About The Position

The Senior Administrative Assistant provides general administrative and office support for the Therapy Institute and reports to the Assistant Manager of Patient Services. This role involves supporting Occupational Therapy, Psychology, and Physical Therapy departments, managing patient schedules, providing administrative assistance to Clinic Coordinators, and serving as a primary contact for patient, clinician, and student inquiries. The assistant will utilize electronic health records and practice management software, assist with patient plan of care documents, support the Psychology department with patient screening and scheduling, and collaborate with Patient Account Representatives for scheduling, referral tracking, waitlist management, and communication with referring providers. Additionally, the role includes troubleshooting EHR-related issues, identifying system inefficiencies, and contributing to workflow improvements.

Requirements

High school diploma or GED
3-5 years of administrative support or clinic office related experience
Ability to work in a constant state of alertness and safe manner
Regular, in-person, predictable attendance
Computer proficiency in MS Office (Word, Excel, Outlook, and PowerPoint)

Nice To Haves

Excellent written/oral communications skills
Detail-oriented
Ability to handle multiple tasks at the same time
Excellent intrapersonal skills
Ability to work well under pressure and manage multiple priorities and deadlines
Demonstrate professionalism in all interactions with patients, students, staff, and clinicians

Responsibilities

Perform administrative support duties for Occupational Therapy, Psychology, and Physical Therapy departments, including typing, filing, organizing, and maintaining files and records; answering telephone calls, scheduling appointments, and directing visitors; and greeting patients.
Organize and maintain patient schedules and clinic data.
Provide administrative support for and meet regularly with the Clinic Coordinators.
Create and maintain a customer service environment.
Update mail/phone directories.
Serve as a point of contact for patient, clinician, and student requests and inquiries.
Access and utilize electronic health records and practice management software.
Assist with patient plan of care documents for Physical and Occupational Therapy Institutes.
Support the Psychology department in patient screening and coordinate appointment scheduling.
Collaborate with the Patient Account Representatives to coordinate scheduling with the appropriate department(s), tracking and monitoring referral progress, managing waitlists to optimize patient access, tracking data related to patient scheduling, and ensuring timely communication with referring providers.
Serve as a resource to team members by assisting with EHR-related troubleshooting, identifying system inefficiencies, and contributing to the development of workflow improvements.
Other duties as assigned by the Assistant Manager of Patient Services.

Benefits

Medical insurance plans
Dental insurance plans
Vision insurance plans
Life insurance
Short/long term disability
Pet insurance
Flexible spending accounts including healthcare reimbursement
Child/dependent care account
Competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days
403(b) retirement plan
Tuition reimbursement
Child care subsidy reimbursement program
Identity theft protection
Employee assistance program
Wellness facility on-site with a fully equipped fitness facility