Administrative Assistant

3 days ago

Long Beach, United States TPIRC and FAI Full time
Job DescriptionJob Description

Job Title: Administrative Assistant
Reports To: Practice Manager

Job Purpose:

The Translational Pulmonary and Immunology Research Center (TPIRC) is a unique biomedical research and software organizations that utilizes technology and data to drive patient care and business decisions. As a small, dynamic team, we are dedicated to achieving research breakthroughs that push the boundaries of what is possible in the treatment of rare diseases. We are seeking an Administrative Assistant to join our team and support our mission. The ideal candidate will work cross-functionally across departments, serving both patient and client needs. The Administrative Assistant will be the primary point of contact for Physicians, Midlevel Providers, and the Business Operations team, coordinating required training, streamlining internal processes, and maintaining a positive and professional attitude.

Duties and Responsibilities:

  • Provide administrative support to the medical staff and operations manager
  • Handle incoming calls, daily mail, and email communications with insurance carriers and providers.
  • Ensure timely and effective communication across the organization.
  • Support the preparation and analysis of monthly reporting metrics using Excel and web-based software.
  • Coordinate and support internal and external meetings, including creating standard meeting decks, agendas, arranging catering, and sending meeting notices.
  • Manage the process of monthly physician and research timesheets.
  • Maintain and update physicians' quarterly outpatient schedules and annual inpatient schedules.
  • Review, reconcile, and investigate all types of inpatient and outpatient billing claims.
  • Process and manage approved/denied prior authorization requests.
  • Assist with marketing campaigns for multiple subspecialty clinics.
  • Assist with annual regulatory requirements for physicians, including licensing, UCI Fellowship faculty compliance, and insurance attestations.
  • Coordinate requests for facilities and IT support to ensure seamless operations.
  • Other duties as assigned.


Qualifications:

  • Bachelor's Degree Preferred
  • Minimum of 2 years of experience in a medical office setting.
  • Experience as a Medical Assistant or Medical Receptionist is a plus.
  • Clerical experience required.
  • Exceptional attention to detail and organizational abilities.
  • Strong communication skills, both written and verbal.
  • Solid background in scheduling and managing calendars.
  • Passion for patient care and customer success.


Physical requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is required to walk between multiple office locations that include the use of stairs (elevator is only available in some instances).

This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.


Direct reports:
N/A

The company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. The company is committed to providing reasonable accommodation for qualified applicants, and employees with disabilities to ensure they enjoy equal access to all employment opportunities and benefits of employment as required by the Americans with Disabilities Act.


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