Mobile Administrative Specialist

Job Description

Job Description

BIRD'S EYE MEDICAL

Mobile Administrative Specialist

Per Diem  |  Mobile / Traveling  |  Washington State

Job Overview

We are seeking a highly organized and detail-oriented Mobile Administrative Specialist to support our mobile clinic events across Washington State. This per diem position travels to clinic sites, where you will serve as the on-site Vaccine Manager, preparing and drawing up vaccines for our providers, and register patients when not working as Vaccine Manager. You will be fully trained for the role of a Vaccine Manager and Registration/Scribe for our mobile clinics. This role is essential to running smooth, safe, and efficient clinic events in the communities we serve.

Compensation

$20.00–$30.00 per hour (per diem). Travel and hotel stays are reimbursed.

Benefits: Washington paid sick leave (1 hour for every 40 hours worked), paid training, mileage reimbursement at the current IRS rate, and medical benefits available based on FTE status.

Who You Are

A dependable, compassionate professional looking for a career with a profound purpose. You have strong attention to detail, strong communication skills, and thrive in a collaborative work setting. You enjoy being on the road and adapt quickly to new locations and changing clinic conditions. You are motivated by helping others and providing quality service above all else. You are driven by making an impact and contributing to a healthier community. You want to show up and make a difference every day.

Key Responsibilities

1. Vaccine Management (On-Site at Clinic Events)

• Serve as the on-site Vaccine Manager, drawing up and preparing vaccines for providers according to clinic protocols and manufacturer guidelines.
• Manage vaccine inventory at each event, including tracking stock levels and ensuring accurate records.
• Transport, organize, and maintain vaccine totes for clinic set-up, pick-up, and drop-off.
• Maintain cold-chain management during transport and on site to ensure proper temperature control, including temperature monitoring and logs.
• Report vaccine usage, inventory levels, wastage, and any discrepancies at the close of each clinic.
• Participate in on-call duties as required to handle urgent vaccine management needs.

2. Patient Registration (On-Site at Clinic Events)

• Register and check in patients.
• Collect and verify patient demographic and insurance information, ensuring all required fields are complete and accurate.
• Distribute, collect, and review consent and CIS forms for completeness.
• Help manage patient flow and provide a welcoming, respectful experience for every patient.
• Handle patient information with discretion and in accordance with privacy requirements.

3. Travel, Scheduling & Clinic Logistics

• Coordinate travel and hotel accommodations with the office for assigned clinic events.
• Track and submit mileage, hours, and travel expenses for verification and reimbursement.
• Assist with clinic set-up and break-down at event sites.
• Support department scheduling needs.

4. Data Management

• Process clinic paperwork on site, ensuring accurate and timely entries.
• Manage data entry for insurance documents, verifying all necessary information is recorded.
• Upload CIS files, print, and prepare CIS forms for clinic use.
  • Fill out verification forms as needed, ensuring all information is correct and up to date.
• Submit completed clinic paperwork and records to the office within required timeframes.

What You'll Need To Get The Job Done

• Associate level coursework completed and associate’s degree or higher preferred.
• Proven experience as an administrative assistant, patient registration, or in a similar role.
• Willingness and ability to travel to clinic sites throughout Washington State, including overnight hotel stays — required.
• Valid driver’s license, reliable transportation, and current auto insurance.
• Ability to successfully complete Vaccine Manager training and competency requirements.
• Strong organizational skills and attention to detail.
• Available while on-call.
• Evening and weekend availability.
• Empathy, compassion, dependability, and kindness are a MUST.
• Strong communication skills.
• Basic computer skills (office suite) as well as overall technical savviness.
• Dependable personality and strong work ethic.
• Proof of eligibility to work in the U.S.
• Proficiency in data entry and managing various administrative tasks.
• Familiarity with cold-chain management and vaccine handling is a plus.
• Ability to handle sensitive information with discretion.
• Excellent communication and time management skills.

Working Conditions

• Mobile, clinic-based position working at community event sites (indoor and outdoor).
• Per diem: shifts are scheduled based on the clinic calendar; hours vary and are not guaranteed.
• Regular travel to clinics throughout Washington State, including overnight stays.
• Handling and preparing temperature-sensitive vaccines.
• Ability to lift up to 50 pounds and stand for extended periods.
• Flexible schedule based on clinic times, including evenings and weekends.
• Occasional on-call responsibilities.

What We Offer

• Competitive compensation and bi-weekly pay.
• Comprehensive paid training, including Vaccine Manager training with virtual, online, and hands-on components.
• A supportive and collaborative team environment.
• Mileage Reimbursement — per company policy.
• Hotel Stays — lodging covered for overnight clinic travel.
• Per Diem — daily meal allowance for overnight travel, per company policy.
• Flexible scheduling.
• Paid Sick Time Off.

About Us

Birds Eye Medical is on a mission to provide equitable access to essential healthcare services. We're dedicated to making a meaningful impact on public health by managing multifaceted healthcare initiatives, such as preventative health screenings, childhood immunization programs, Mpox clinics, COVID-19 initiatives, and more. At the heart of our culture, we hold agility as a paramount value, excelling in adapting to and anticipating rapid change through short response cycles and strategic external collaborations. Our approach is grounded in servant leadership, where we share power with a profound focus on the well-being of others, nurturing a culture characterized by respect, support, and collaborative spirit. Collaboration is our driving force, both internally and externally, as we diligently work together to identify challenges and co-create solutions.

How to Apply

To join our team and contribute to our mission, please submit your cover letter and resume. Please note that all candidates must provide proof of COVID-19 vaccination to be considered for this position.

Birds Eye Medical is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We seek to hire on the basis of merit, competence, performance, and business needs.

Notice for Applicants: Bird's Eye Medical participates in E-Verify; To learn more please visit E-Verify.gov - Employee Rights and Responsibilities