Office Assistant

Office Assistant

The Office Assistant provides essential administrative and front-office support for the Ear, Nose & Throat Specialists department at BayCare Clinic. This role ensures smooth daily operations by managing communications, coordinating schedules, supporting meetings, and delivering high-quality customer service to patients, providers, and staff in a professional and confidential environment.

Key Responsibilities

• Operate multi-line phone system, triaging and dispatching calls in a courteous, accurate, and timely manner
• Deliver exceptional customer service by fostering positive relationships with patients, providers, and internal staff
• Schedule and coordinate patient appointments, meetings, and provider calendars as needed
• Assist with organizing and setting up meetings, including preparation of materials and room arrangements
• Record, prepare, and distribute meeting minutes as assigned
• Sort, distribute, and handle incoming and outgoing mail and correspondence
• Maintain organized and efficient filing systems (electronic and paper) in accordance with clinic standards
• Compose and communicate messages to patients and staff at the direction of management
• Utilize office equipment (phones, copiers, scanners, computers) effectively and efficiently
• Maintain strict confidentiality of patient and organizational information in compliance with HIPAA and clinic policies
• Ensure all work is performed in a safe, compliant, and ethical manner at all times

Qualifications

• High school diploma or equivalent required; additional administrative or healthcare-related training preferred
• Previous experience in a medical office or customer service setting is preferred
• Strong organizational, multitasking, and time-management skills
• Excellent verbal and written communication abilities
• Professional demeanor with a strong customer-service focus
• Proficiency in Microsoft Office and general office technology
• Ability to maintain confidentiality and handle sensitive information appropriately

Work Environment

• Fast-paced clinical office environment
• Frequent interaction with patients, providers, and multidisciplinary teams

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.