Medical Administrative Assistant - Multiple Departments - External

Applicants are not applying for a specific department/division.  Qualified applicants are pooled for consideration by any/all active hiring managers.

Required Qualifications:

High School diploma or equivalent required with a minimum of two years of experience in an administrative support role, or a degree in healthcare administration. An associate degree or higher preferred.

Must be proficient with a variety of advanced computer systems/applications and the Microsoft Office Suite.  working knowledge of medical terminology is strongly preferred.

Job Description:

The Medical Administrative Assistant is a multifaceted professional role responsible for the coordination and management of complex clinical, technical and administrative functions. Work is performed under general supervision and is completed independently, providing current status or outcome to the appropriate personnel. 

Primary components of this position are:

• Exercising independent judgment and discretion
• Ability to coordinate multiple projects at a high level of performance, accuracy and speed
• Ability to adapt to rapidly changing priorities
• Looks for innovative ways to improve work procedures and methods that result in time and cost savings
• Collaboration with both internal and external contacts in order to complete job duties, resolve problems, and improve efficiency
• Supports the daily operations and activity flow of the patient care area by performing administrative functions and acting as a central source of information for staff, physicians, patients, and families
• Consistently demonstrates strong organizational, communication and time management skills that help to facilitate a smooth functioning of the unit
• Supports multiple health care providers and team members within the medical practice
• Clinical duties including:
  • Obtaining and importing patient related material, slides, images and information into the patient’s electronic health record
  • Manages and coordinates numerous provider calendars to ensure optimal performance and appropriate patient access objectives are consistent with institutional strategies
  • Triages a high volume of patient calls, electronic messages, faxes and received mail, with related follow through
  • Acts as a referring physician liaison with the coordination of complex appointments, ancillary testing, and procedures
  • Partners with Office of Access Management colleagues for the coordination of patient appointments when scheduling conflicts arise
  • Coordinates departmental/administrative meetings, event planning, national and international travel and processes expenses for providers and guests
  • Creates and/or manages departmental web pages
  • Generates databases/spreadsheets, agendas, minutes, reports, and presentations
  • Compose letters and statements independently requiring interpretation and application of departmental policies
  • Responsible for the timely processing of professional licensing, dues, annual fees and expenses
  • Coordinates and assists with physician recruitment, visiting professorships, and rotations from different Mayo locations
  • Purchases and manages inventory of office supplies and equipment
  • Supports administrative and project needs of department/division Operations Administrator and Operations Manager
  • Maintains routine records, and files in an efficient manner.