Office Administrator

Job Opportunity: Office Administrator
Part-Time | 2–3 Full Days per Week
Pay: $23–$24 per hour

Our practice is transitioning to a focused scope in Occupational Medicine, and we are seeking a mature, reliable, and highly organized Office Administrator to manage day-to-day operations. This is an in-person, part-time position requiring 2–3 full weekdays per week (approximately 24 hours total). Scheduling has some flexibility.

This role does not involve insurance processing or prior authorizations.

Key Responsibilities

Administrative & Front Desk Duties

• Greet patients and manage check-in/check-out procedures
• Verify and accurately enter demographic information
• Answer phone calls professionally and promptly
• Schedule appointments and relay messages
• Call patients with reminders and follow-up instructions
• Monitor and respond to practice emails
• Organize paperwork for occupational health exams
• Receive, sort, and route incoming faxes and documents
• Upload scanned forms, labs, and results into the EMR
• Escort patients to exam rooms; retrieve lab/imaging results as needed
• Maintain strict HIPAA compliance and patient confidentiality
• Maintain and update spreadsheets
• Keep front desk workflow efficient and organized
• Restock office and clinical supplies
• Ensure the office remains clean, organized, and professional
• Troubleshoot issues by contacting vendors or software support
• Take initiative to improve systems and overall efficiency
• Scan, download, and upload documents as needed
• Perform light cleaning of shared spaces

Minor Clinical Tasks (Training Provided)

• Obtain patient vitals
• Perform hearing and vision tests
• Assist with basic occupational health procedures

Ideal Candidate Profile

We are looking for someone who is:

• Mature, professional, and accountable
• Dependable, punctual, and consistent
• Extremely organized and able to multitask
• Calm under pressure and able to work independently
• Strong in written and verbal communication
• Proficient in typing and computer use
• Comfortable learning new software tools
• Resourceful and able to solve problems independently
• Neat in appearance and courteous with patients and staff
• Competent in spelling, grammar, and basic math (minimum 8th-grade level)
• Someone with a stable work history—at least five years at a single place of employment

Note: This role requires focus, common sense, and the ability to work independently. You must be able to take ownership of the position and understand that you are responsible for the tasks assigned. If you struggle with spelling, communication, following through on tasks, or problem-solving, this position will not be a good fit.

Important Notes — Please Read Before Applying

• This is a strictly part-time position (approx. 24 hours per week)
• Reliable attendance is essential — we are a small team
• A minimum one-year commitment is required
• If you cannot meet the schedule requirements or are looking for full-time work, please do not apply
• Must have strong organizational skills
• Must have basic math and English proficiency (8th-grade level or higher)
• Must be able to type
• Must have computer skills
• Cell phones are not permitted during work hours
• If you have not held a position for at least 5 years please do not apply

Preferred (Not Required)

• Experience in a medical or healthcare office
• Familiarity with insurance verification
• Experience with EMR systems (especially Practice Fusion)
• Background in patient-facing or clinical administrative roles

Schedule

• Approximately 24 hours per week
• Must be available for 2–3 full weekdays (exact days to be determined)

Job Type: Part-time

Pay: $ $24.00 per hour

Work Location: In person