Assistant-Administrative

Location: Emerson Hall
Schedule: Monday–Friday | 8:00 AM – 4:30 PM

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.

• →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

• 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

• 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

• 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

• 4-week structured onboarding program
• Combination of mentor-led training and web-based learning to support successful transition into the role

Our team fosters a professional, collaborative, and friendly environment where team members are supported, valued, and encouraged to grow.