Administrative Assistant I

Who We Are

At Catholic Medical Center, we are dedicated to providing exceptional healthcare services in the field of cardiology. Our team is committed to advancing patient care through innovative research and comprehensive clinical programs. We strive to create a supportive and collaborative environment where every team member can thrive and contribute to our mission of improving heart health.

What You'll Do

  • Referral and Intake Coordination: Manage the referral and intake process for clinical programs, providing outstanding customer service both over the phone and in person.
  • Patient Chart Preparation: Ensure patient charts are accurately prepared for scheduled procedures ahead of time.
  • Scheduling: Assist in scheduling patients for office visits, procedures, tests, and operating room or cardiology labs. Communicate necessary information to patients promptly.
  • Electronic Medical Records (EMR) Management: Obtain and accurately place patient records in EMR charts in a timely manner.
  • Data Collection and Entry: Coordinate and accurately enter data for cardiology programs, ensuring timely submission to appropriate data registries.
  • Document Preparation: Prepare confidential letters, documents, correspondence, contracts, insurance requests, memos, and other materials as needed.
  • Research Project Support: Organize information for research projects, adhering to study sponsor and IRB standards and guidelines.
  • Meeting Minutes: Record staff meeting minutes accurately and ensure they are posted in the department manual.
  • Event Coordination: Assist in planning and organizing lectures, presentations, and other events, handling logistics such as AV needs, room arrangements, and invitations.
  • Communication and Correspondence: Handle mail, faxes, and telephone calls promptly and route them appropriately.
  • General Administrative Support: Provide general administrative and clerical support including mailing, scanning, faxing, and copying.

What You'll Bring

  • Education:
    • High School graduate or equivalent.
    • Medical terminology knowledge preferred.
  • Experience:
    • At least two years of secretarial/administrative experience, preferably in a busy, complex office setting.
    • Proficiency in MS Office Suite, email, and internet applications.
    • Strong organizational skills with the ability to manage multiple projects and meet deadlines under pressure.
  • Skills:
    • Excellent verbal and written communication skills.
    • Strong customer service and interpersonal skills.
    • Ability to maintain confidentiality and handle sensitive information.
    • Detail-oriented with strong analytical and problem-solving abilities.

Work Schedule

  • Hours: Full-time position generally Monday through Friday, day shift.
  • Flexibility: May be required to cover special events and work overtime as needed.
  • Environment: Primarily an office setting with occasional requirements to move about the facility and handle physical tasks such as lifting up to 10 pounds.

Equal Opportunity Employer

Catholic Medical Center is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.

If you are a dedicated administrative professional with a passion for supporting healthcare programs and ensuring efficient office operations, we encourage you to apply. Join us in making a difference in patient care and clinical research!