Administrative Assistant

ABOUT US

At the Nevada Center for Reproductive Medicine, our work goes far beyond the clinical. Every day, we have the privilege of walking alongside individuals and families on one of the most personal journeys of their lives: building their family. Our team is made up of passionate, dedicated professionals who understand that the support we provide behind the scenes is just as important as the care delivered in the exam room. If you are looking for a career that is meaningful, fast-paced, and rewarding, we would love to have you be a part of our mission.

POSITION OVERVIEW

The Administrative Assistant works closely with the Practice Administrator to provide broad administrative and operational support across the organization. This role touches nearly every area of the practice, from daily office functions and vendor coordination to credentialing, accounts payable, human resources support, and patient-facing customer service. The ideal candidate is highly organized, discreet, and thrives in a dynamic environment where no two days look the same.

This is a full-time, non-exempt, in-person position. Punctual and consistent attendance is an essential function of this role.

PRIMARY RESPONSIBILITIES

• Perform a wide variety of administrative duties including scheduling, data entry, filing, mail processing, printing, travel arrangements, and document creation and formatting.
• Serve as a liaison between departments and serve as a primary point of contact for external vendors, IT service providers, and building management.
• Manage and maintain physician and mid-level credentialing files, including hospital privileges, insurance applications, re-credentialing, and license renewals.
• Assist with accounts payable, including reviewing and scanning invoices, matching purchase orders, setting up vendor codes, and processing checks and patient refunds.
• Support the Practice Administrator with recruiting, onboarding, scheduling interviews, posting job listings, and general human resources needs.
• Coordinate and schedule meetings, events, seminars, conferences, and Lunch and Learn sessions; prepare agendas, take minutes, and distribute materials.
• Handle incoming calls, emails, portal messages, and Kennect messages; greet patients and visitors in a professional and welcoming manner.
• Maintain clinic printed materials and manage the relationship with the print vendor.
• Assist with marketing, social media coordination, Facebook Live events, and monthly seminars in collaboration with the practice's marketing partner.
• Process time-off requests in nAble and on the time-off board; input group call schedules for physicians.
• Coordinate facility maintenance, repairs, equipment installs and removals, and routine vendor scheduling.
• Assist with OSHA, HIPAA, and other compliance training scheduling; serve as Compliance Officer with all associated responsibilities.
• Maintain organized records for the practice, including filing systems and long-term records through the VRC records facility.
• Update and communicate fee schedule changes; assist with annual budgeting as needed.
• Serve as Phone Administrator, Ring Central Administrator, and Kennect Administrator.
• Work within the nAble EMR system and Engaged MD platform as needed.
• Assist with special projects and due diligence as required by Ivy Fertility.
• Provide coverage for the Practice Administrator as needed.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelor's degree required.
• 2+ years of administrative or office experience preferred; medical office experience strongly preferred.
• Current BLS certification required and must be maintained at all times.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong written and verbal communication skills in English.
• High degree of accuracy, attention to detail, and organizational ability.
• Ability to handle confidential and sensitive information with discretion and integrity.
• Ability to multitask, prioritize, and work independently as well as part of a team.
• Professional, calm, and customer-focused demeanor in a fast-paced environment.

PREFERRED QUALIFICATIONS

• Experience in a fertility, reproductive medicine, or OB/GYN setting.
• Experience with nAble or similar EMR systems.
• Knowledge of insurance companies, referrals, and pre-authorizations.
• Experience with credentialing, accounts payable, or human resources support.
• Knowledge of medical terminology and medical office functions.

WORK ENVIRONMENT

This position operates in a professional medical office environment. The role occasionally requires lifting up to 15 pounds and may involve sitting, standing, walking, and use of standard office equipment for extended periods. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.