Administrative Assistant

Job Summary

We are seeking a highly organized and proactive Administrative Assistant to support our fast-paced Optometry and Ophthalmology practice. This role requires strong telephone etiquette, excellent computer skills, and a customer-focused mindset. The ideal candidate will thrive in a dynamic environment, manage multiple tasks efficiently, and provide exceptional support to both staff and patients.

Key Responsibilities

• Front Desk & Customer Service:
• Answer and screen telephone calls, take accurate messages, and direct calls to appropriate staff.
• Greet and direct patients, visitors, and staff with professionalism, providing clear and accurate information.
• Schedule appointments and manage patient calendars efficiently, ensuring optimal appointment flow.
• Administrative Support:
• Type and prepare correspondence, reports, and documents, proofreading for accuracy and clarity.
• Organize and maintain department files, records, and databases following established procedures.
• Enter data accurately from source documents into databases and spreadsheets.
• Event & Meeting Coordination:
• Assist in planning and preparing for conferences, seminars, and department-sponsored events.
• Coordinate meetings, including scheduling, agenda preparation, and minute-taking as needed.
• Communication & Collaboration:
• Communicate effectively with other departments to resolve issues, delays, or errors.
• Support team members with administrative tasks, demonstrating a proactive and helpful attitude.
  
  

Required Credentials

Updated Resume

• Proof of COVID-19 vaccination (including booster) and flu vaccination
• Two professional references (preferably from managers or supervisors)
  
  

Qualifications

• Education: High school diploma or equivalent; additional administrative or medical office training is a plus.
  
  

Experience

• Previous administrative experience in a healthcare setting is preferred.
• Proficiency with Epic electronic health record (EHR) system is highly desirable.
  
  

Skills

• Strong telephone etiquette and customer service skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Excellent organizational and time management skills.
• Attention to detail with strong proofreading abilities.
• Ability to multitask and work effectively in a fast-paced environment.
  
  

Soft Skills

• Strong interpersonal and communication skills.
• Proactive problem-solving abilities.
• Ability to work independently and as part of a team.
• Professional demeanor with a friendly, patient-focused attitude.
  
  

Education: High School

JR

Skills: proofreading,agenda,teamwork,skills,etiquette,telephone etiquette,multitasking,microsoft office suite,problem-solving,communication,attention to detail,time management,customer,administrative,databases,office,customer service,organizational skills