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