Administrative Assistant

About the Company

Pediatrix Medical Group is a prominent provider of specialized healthcare services for women, infants, and children across the United States. Founded in 1979, the organization has grown from a single neonatology practice into a multispecialty medical group dedicated to delivering high-quality, evidence-based medical care. Their clinicians are committed to coordinated and compassionate service delivery across both hospital and outpatient settings, focusing on patient safety, clinical excellence, and continual improvement. The company heavily invests in research, education, and quality initiatives, establishing itself as a trusted leader in pediatric and maternal healthcare.

Role Overview

We are looking for a highly competent and detail-focused Administrative Assistant to support a busy clinical department within Pediatrix Medical Group. This position is crucial in ensuring smooth office operations by providing extensive administrative and clerical assistance. Successful candidates must demonstrate excellent communication abilities, proficiency in multiple computer programs, and the capacity to manage numerous tasks while maintaining professionalism and confidentiality. Core responsibilities include handling correspondence, scheduling, documentation, and coordinating departmental functions effectively.

Qualifications

• Minimum of a high school diploma or GED; additional education or certifications in office administration or related disciplines is advantageous.
• Between one and three years of relevant administrative experience, ideally within healthcare.
• Strong computer skills, particularly in Microsoft Word, Excel, PowerPoint, and Outlook.
• Exceptional organizational, time management, and multitasking capabilities.
• Excellent verbal and written communication skills.
• Ability to handle confidential information discreetly and professionally.
• Experience with medical documentation, billing, or healthcare operations is beneficial but not required.

Key Responsibilities

• Perform standard office tasks such as copying, filing, faxing, mailing, and processing check requests to support daily unit functions.
• Type and prepare various medical records including discharge summaries, operative reports, referral letters, history and physical reports, and follow-up documentation, ensuring accuracy and timely completion.
• Answer and professionally direct incoming calls to assist patients, healthcare providers, and staff.
• Utilize Microsoft Office tools to compile and maintain correspondence, spreadsheets, presentations, and reports.
• Maintain office equipment like phones, voicemail systems, and computers to ensure proper working order.
• Order, monitor, and manage office supplies within budget to facilitate efficient workflow.
• Coordinate and follow up on faxing medical reports and discharge summaries to appropriate healthcare providers and specialists.
• Communicate with the State Department of Health regarding newborn screening results, updating physicians and nurse practitioners accordingly to maintain accurate records.
• Manage and submit data required for Vermont Oxford and other healthcare quality programs.
• Arrange business travel and organize departmental meetings, including calendar management for physicians and advanced practitioners.
• Assist with special projects, departmental initiatives, and support credentialing processes for medical staff.
• Prepare, record, and circulate meeting minutes as well as track Continuing Medical Education funds to ensure compliance and documentation.

Benefits

• Comprehensive medical, dental, and vision insurance coverage.
• Life and disability insurance plans.
• Flexible Spending Accounts for healthcare and dependent care, and Health Savings Accounts.
• 401(k) retirement plan with company matching contributions.
• Employee Stock Purchase Program and various voluntary benefits tailored to employee preferences.
• Many benefits offered at no additional cost, with others available through affordable payroll deductions.

Equal Opportunity Statement

Pediatrix Medical Group is an Equal Opportunity Employer committed to creating an inclusive workplace where all qualified applicants receive equal consideration regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic. Employment decisions are based on qualifications, merit, and business needs.