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Administrative Assistant

Iowa City, IA

Job Information

Job Summary: The Administrative Assistant position provides administrative support to ensure the efficient operations of the clinic.

Major Responsibilities/Activities:

•Handles discharge of patients

•Responsible for all discharge letters: typing, mailing, tracking

•Maintains all correspondence regarding discharged patients in a file.

•Serves as the contact person for patients with concerns or complaints about service by physicians. Processes complaints and works with management staff to resolve concerns to improve service.

•Creates, updates, and orders necessary clinic forms.

•Creates correspondence for the physicians or CEO as needed.

•Coordinates New Provider Orientations including scheduling time with Mercy and the ASC.

•Develops, maintains and distributes Physicians and Physician Assistant's monthly call calendar.

•Maintains inventory of all office supplies and orders additional products as needed.

•Develops and orders business cards for Physicians and staff.

•Receives requests for charitable contributions and forwards to CEO and physicians as appropriate.

•Coordinates the annual Saturday Sports Clinic with Steindler Therapy and the physicians.

•Organizes Physician Partner meetings including ordering meals and ensuring proper set up of the conference room.

•Takes minutes during Physician and Supervisor meetings. Sends completed minutes to all meeting attendees once approved by CEO, Supervisors, etc.

•Maintains administrative files and file documents as necessary such as accounts payable invoices, vendor contracts, etc.

•Orders all food for staff including weekly meals, monthly birthday cakes, and ad hoc meals as requested by the CEO or physicians.

•Rotates season basketball and football ticket sign-up sheet among physicians.

•Coordinates the shredding of confidential information at the clinic.

•Orders magazines for Reception areas

•Sends cards, gift baskets, flowers, etc. for staff events such as the birth of babies, retirements, recruiting, and funerals.

•Oversees building maintenance, cleaning, and security

•Janitorial Service-handles complaints regarding the daily cleaning, meets with cleaning company on a regular basis, orders janitorial supplies.

•Schedules and coordinates special cleaning sessions-spring cleaning, window washing, seasonal outside clean-up, etc.

•Calls for repairs needed on the building; oversees the purchase of supplies needed for building maintenance.

•Schedules and oversees building updates including painting, signage, etc.

•Coordinates Lawn Care and Snow Removal.

•Organizes laundry service for the clinic.

•Equipment and supplies - including training, supply ordering, repairs, maintenance contracts, etc. for copy machines, fax machines, office furniture, etc.

•Functions as a team player among all SOC employees, demonstrating willingness to help wherever needed and considering all work to be done as SOC work, not just department work.

•Performs other duties as assigned by the Supervisor, Administration, or Physicians.

Education and Qualifications:

•High School Diploma

•Ability to multitask

•Strong organizational skills

Expected Hours of Work:

This is a full-time position. Typically hours of work are Monday through Friday from 8:00 am to 5:00 pm. Hours may fluctuate outside of this schedule for meetings as necessary.

Work Environment:

This job operates in a professional medical clinic environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines.

Physical Demands:

The physical demands described herein 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. This is primarily a seated position. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee may occasionally lift 5-20 pounds.

To apply please complete our online application and submit your resume and cover letter by visiting our website at:

Posted 01/11/17

Job ID: 21021612
Mactive ID: 46568