Administrative Assistant

ADMINISTRATIVE OFFICE ASSISTANT

As a support staff of Chicago ENT, you will play a vital role in ensuring the smooth and efficient operation of the practice. You will work closely with management, department team leads, and ENT Partners Consultants to provide support in various administrative and managerial tasks. Your attention to detail, exceptional organizational skills, and ability to work well in a fast-paced environment will contribute to the overall success of our clinic. This is a full-time, Monday-Friday 8AM-5PM position. The salary range is $20-$24hr.

PRIMARY RESPONSIBILITIES

· Support Business Operations

o Coordinate and prepare administrative documentation for provider credentialing, reappointments, and demographic updates.

o Manage all patient and non-provider medical record requests in compliance with privacy regulations.

o Oversee office supply inventory, ordering, receipt, and organization.

o Perform weekly cash reconciliation and process invoice approvals via Bill.com.

o Support Patient Care Coordinator (PCC) leads with outbound communication (EMR messages, print-portal materials, marketing update requests).

o Maintain a professional office environment by coordinating repairs and facility needs with building management.

o Support recruitment efforts by scheduling interviews, communicating with candidates and hiring managers, and updating HR on candidate status.

o Assist in documenting, maintaining, and improving standard operating procedures (SOPs).

o Stay informed on healthcare administrative best practices to support operational improvement initiatives.

· Maintain Patient Relations

o Assist in resolving patient concerns in alignment with the Practice Grievance Policy to ensure high patient satisfaction.

o Monitor inbound communication from websites and patient portals and ensure appropriate follow-up.

o Identify patient experience trends and provide actionable feedback to management and marketing to improve acquisition, retention, and engagement.

· Employee Relations

o Maintain and execute a staff engagement calendar (monthly initiatives, recognition programs, celebrations).

o Coordinate staff recognition photo opportunities in collaboration with Marketing to support authentic social media presence.

o Provide coverage for the Executive Assistant as needed.

· Compliance

o Support facility compliance with applicable local, state, and federal regulations.

o Monitor adherence to operational standards, quality controls, and regulatory requirements.

o Ensure ongoing compliance with HIPAA and confidentiality standards.

· Other

o Heavy lifting requirement: up to 50 lbs. maximum with frequent lifting and/or carrying objects weighing up to 50 lbs.

o Must be able to stand, stoop and lift and walk without restrictions.

o Other selected administrative duties as directed by physician or management.

REQUIRED QUALIFICATIONS

· High school diploma or equivalent; associate or bachelor's degree preferred.

· Proven experience in an administrative or office management role, preferably in a medical setting.

· Strong organizational skills with the ability to multitask and prioritize effectively.

· Excellent interpersonal and communication skills to interact with patients, staff, and external stakeholders.

· Proficient in using electronic health records (EHR) systems and other office management software.

· Understanding of HIPAA regulations and ability to maintain patient confidentiality.

· Ability to work independently and collaboratively within a team environment.

· Flexibility to adapt to changing priorities and work schedules.

PREFERRED QUALIFICATIONS

· 1-3 years of experience as a manager or assistant manager

· Experience in ENT, Otolaryngology, Rhinology, Allergy, and/or sleep settings

· Knowledge of medical billing processes and insurance procedures is a plus.

SUPERVISORY RESPONSIBILITY

This position has supervisory responsibility as assigned.

CERTIFICATES, LICENSES, REGISTRATIONS

None.

ENT is an Equal Opportunity Employer. We offer competitive salaries and benefits, including medical/dental, life and disability coverage, generous vision benefits, a 401 (k) plan with a match, vacation time, and weekends and major holidays off.