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Medical Administrative Assistant - Multiple Departments

Job ID 177469BR Date posted 04/01/2022
  • Jacksonville, Florida
  • Full Time
  • Medical Operations Support
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Mayo Clinic is actively recruiting for multiple Medical Administrative Assistants across the Jacksonville, FL campus. Opportunities are available in multiple areas of the clinic and for various schedules and shifts, dependent upon availability at time of offer. Most openings are full time positions, but a limited number of part time positions may be available. Your availability and desired hours will be further discussed at the time of an interview. This posting is for applicants EXTERNAL TO MAYO CLINIC ONLY.

Applicants are not applying for a specific area. Qualified applicants are pooled for consideration by any/all active hiring managers and will have the opportunity to express interest in the open positions.

Medical Administrative Assistants help optimize the use of the health care provider's time and resources. Medical Administrative Assistants act as practice partners to physicians, administrators, and other allied health staff. Depending on the specific assignment, their tasks may include:
  • Maintaining Outlook and clinical calendars for health care providers
  • Composing correspondence, agendas, and meeting minutes
  • Overseeing travel management
  • Developing documents for publication or presentation including posters and PowerPoint presentations
  • Renewing medical licenses, subscriptions, and membership dues
  • Maintaining curriculum vitae
  • Assisting with the academic appointment process
  • Reporting continuing medical education
  • Assisting patients via phone, Employee Health Record, and by fax
  • Managing outside material for patient evaluations
Work schedules are primarily day shifts 8:00 am through 5:00 pm Monday through Friday.

Position description
The Medical Administrative Assistant is a multifaceted professional role responsible for the coordination and management of complex clinical, technical and administrative functions. Work is performed under general supervision and is completed independently, providing current status or outcome to the appropriate personnel. A primary component of this position will be the exercise of independent judgment and discretion. Must have the ability to coordinate multiple projects at a high level of performance, accuracy and speed, and the ability to adapt to rapidly changing priorities. Looks for innovative ways to improve work procedures and methods that result in time and cost savings. Work requires collaboration with both internal and external contacts in order to complete job duties, resolve problems, and improve efficiency. Supports the daily operations and activity flow of the patient care area by performing administrative functions and acting as a central source of information for staff, physicians, patients, and families. Consistently demonstrates strong organizational, communication and time management skills that help to facilitate a smooth functioning of the unit. Supports multiple health care providers and team members within the medical practice. Clinical duties include obtaining and importing patient related material, slides, images and information into the patient’s electronic health record. Manages and coordinates numerous provider calendars to ensure optimal performance and appropriate patient access objectives are consistent with institutional strategies. Triages a high volume of patient calls, electronic messages, faxes and received mail, with related follow through. Acts as a referring physician liaison with the coordination of complex appointments, ancillary testing, and procedures. Partners with Office of Access Management colleagues for the coordination of patient appointments when scheduling conflicts arise. Coordinates departmental/administrative meetings, event planning, national and international travel and processes expenses for providers and guests. Creates and/or manages departmental web pages. Generates databases/spreadsheets, agendas, minutes, reports, and presentations. Compose letters and statements independently requiring interpretation and application of departmental policies. Responsible for the timely processing of professional licensing, dues, annual fees and expenses. Coordinates and assists with physician recruitment, visiting professorships, and rotations from different Mayo locations. Purchases and manages inventory of office supplies and equipment. Supports administrative and project needs of department/division Operations Administrator and Operations Manager. Maintains routine records, and files in an efficient manner.

Qualifications
High School diploma or equivalent required. An Associate’s Degree or higher preferred. Minimum of two years applicable experience is a prerequisite. Graduates from a Healthcare Administration degreed program or related field may be considered. Must be proficient with advanced computer systems/applications and Microsoft Office Suite tools.

Additional qualifications
Possesses expert investigational and critical thinking skills and shows attention to detail, accuracy, ability to coordinate, manage and prioritize multiple tasks and operate independently with a high level of organization and productivity. Must have excellent writing and communication skills and be able to express ideas clearly and logically in a variety of media. Must thrive in an intense, dynamic environment by anticipating the needs of the practice to ensure clinical/practice objectives are met. Must demonstrate the highest level of customer service and display a positive attitude. Must work well in a team driven, collaborative work environment. An appreciation for and support of diversity in the workplace in all its forms; proven success working with stakeholders; project management skills; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are required.

Exemption status
Non-exempt

Compensation Detail
Education, experience and tenure may be considered along with internal equity when job offers are extended. The minimum pay rate is $19.52 per hour.

Benefits eligible
Yes

Schedule
Full Time

Hours / Pay period
1

Schedule details
Work schedules are primarily day shifts 8:00 am through 5:00 pm Monday through Friday.


Weekend schedule
Not applicable

International Assignment
No

Site description
Jacksonville is the largest city in area in the continental United States. A beautiful coastal Florida city that features excellent year-round climate, over 20 miles of beaches and outstanding outdoor recreational, cultural and family-oriented amenities. The “River City by the Sea” has an excellent school system, reasonable cost of living and a thriving business environment. Medical professionals and patients are drawn to Jacksonville by an extraordinary network of high-profile healthcare facilities. Jacksonville continues to grow as more people relocate from all over the U.S. and abroad, to see what the great River City has to offer!

Recruiter
Andrea Hansen

EOE
As an Affirmative Action and Equal Opportunity Employer Mayo Clinic is committed to creating an inclusive environment that values the diversity of its employees and does not discriminate against any employee or candidate. Women, minorities, veterans, people from the LGBTQ communities and people with disabilities are strongly encouraged to apply to join our teams. Reasonable accommodations to access job openings or to apply for a job are available.
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