Sr. Administrative Assistant- AZ- Therapy Institute

Summary

The Senior Administrative Assistant provides general administrative and office support for the Therapy Institute and reports to the Assistant Manager of Patient Services.  

Essential Duties and 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.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, in-person, predictable attendance.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Education and/or Experience                                             

High school diploma or GED and 3-5 years of administrative support or clinic office related experience required. The desired candidate will also have excellent written/oral communications skills, be detail-oriented, demonstrate the ability to handle multiple tasks at the same time, have excellent intrapersonal skills, work well under pressure and manage multiple priorities and deadlines, and demonstrate professionalism in all interactions with patients, students, staff, and clinicians.   

Computer Skills                                           

Computer proficiency in MS Office (Word, Excel, Outlook, and PowerPoint).

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk or hear, and use hands to finger, handle, or feel.   The employee is occasionally required to stand and walk.  The employee is regularly required to reach with hands and arms. The employee must occasionally lift and /or move up to 25 pounds. 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate. 

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.