Assistant-Administrative

Overview Administrative Assistant – Plastic Surgery (Onsite) Location: Emerson Hall Schedule: Monday–Friday | 8:00 AM – 4:30 PM Overview The Administrative Assistant provides essential administrative and operational support to the Plastic Surgery team. This role is responsible for managing daily clinic activities, supporting patient scheduling and communication, and ensuring a smooth and professional experience for patients and staff. This is an onsite position in a fast-paced, team-oriented environment. Key Responsibilities • Prepare clinic for daily operations, ensuring readiness for patient visits • Manage incoming calls, schedule and cancel appointments, and address patient inquiries • Coordinate patient communication, including appointment reminders and follow-ups • Process electronic faxes (eFax) and maintain referral tracking logs • Generate and send patient correspondence, including no-show letters • Provide patients with appointment details and instructions • Support administrative needs such as calendar management, meeting coordination, and general office tasks • Collaborate with multiple departments to ensure continuity of care and efficient workflow Benchmarks for Success • 3 Months: Independently manage phones, scheduling, faxing, cancellations, and patient communication • 6 Months: Demonstrate strong knowledge of resources and workflows; assist in guiding patients and supporting team needs • 12 Months: Fully independent and proficient across all administrative and operational responsibilities Skills for Success • Strong customer service mindset with a compassionate and patient-focused approach • Proactive problem-solving skills and ability to take initiative • Ability to go above and beyond to find answers and support patients and team members • Strong organizational and multitasking abilities • Effective communication and teamwork skills • Medical or healthcare experience preferred Minimum Qualifications • High School Diploma or GED required • Requires 0–3+ years of relevant administrative experience (healthcare preferred) • Experience working in a complex or matrixed environment is a plus • Basic proficiency in Microsoft Office (Word, Excel, PowerPoint) required Onboarding & Training • 4-week structured onboarding program • Combination of mentor-led training and web-based learning to support successful transition into the role Culture Our team fosters a professional, collaborative, and friendly environment where team members are supported, valued, and encouraged to grow.