Wellness Center Administrative Assistant

Job Description

JOB OBJECTIVE : To perform administrative duties which will support the efficient operation of the Wellness Center.

CORE DUTIES :

1. Provide administrative and other support for the Wellness Center and wellness programming, including processing forms, updating spreadsheets, organizing, and maintaining inventory, completion of pertinent logs, monitoring signups, and checking fax / mails communications.

2. Greet employees and visitors to the health center professionally and pleasantly to ensure an outstanding experience whether it is in person, via phone or electronically.

3. Answer the Wellness Center phone and respond to email / Teams' inquiries.

4. Schedule patient appointments for health practitioners or others as identified.

5. Maintain and create patient records. Ensure accurate information on patient charts.

6. Process patient consent forms in various formats, paper, or electronic copies.

7. Create and maintain professional relationships with employees, vendors, and wellness professionals.

8. Maintain general appearance of the health center with specific attention to the exam rooms.

9. Assist in delivery of communication materials for events and programs as needed.

10. Order and stock supplies as directed.

11. Contribute to continuous improvement by suggesting updates to procedures and tools.

12. Demonstrates inclusion through their own words and actions and is accountable for a safe workspace. Acts with kindness, curiosity and respect for others.

13. Embracing and being open to incorporating Promega's 6 Emotional & Social Intelligence (ESI) core principles in daily work.

14. Understands and complies with ethical, legal and regulatory requirements applicable to our business.

KEY QUALIFICATIONS :

1. High school education or equivalence plus a minimum of 5-7 years administrative work experience, preferably in a similar capacity or in a medical setting.

2. Courteous, pleasant, and professional manner and appearance.

3. Superior customer service skills, experience, or training. Willingness and commitment to providing a high level of customer service.

4. Ability to maintain and protect privacy and confidentiality.

5. Ability to manage emergency situations.

6. Strong computer skills which include Microsoft Office programs (Outlook, Word, Excel, PowerPoint) and DocuSign.

7. Ability to multitask in a busy, fast-paced environment and accommodate incoming visitors simultaneously.

8. Communicate effectively and professionally in a clear and tactful manner with employees and outside vendors or practitioners.

9. Proven organizational and prioritization skills with strong attention to detail.

10. Demonstrated ability and willingness to be a collaborator in a team-oriented environment.

11. Flexible to changing needs, schedule changes and new projects.

12. Prompt arrival and regular attendance at work.

13. Certified in CPR / AED or able to obtain certification.

14. Demonstrated proficiency in digital tools and technology, including Microsoft applications and mobile platforms, with the ability to adapt and leverage emerging technologies, such as artificial intelligence, to improve efficiency, automation, and collaboration.

PREFERRED QUALIFICATIONS :

1. Scheduling and front desk experience.

2. Familiar with medical terminology and medical software.

PHYSICAL DEMANDS :

1. Ability to transport items between buildings.

2. Ability to occasionally move boxes weighing up to 30 pounds.

3. Ability to remain stationary for sustained periods of time.

4. Ability to use computers for sustained periods of time.

At Promega, we are committed to building a diverse workforce that reflects the communities we serve and creating a culture where everyone belongs. As an Equal Opportunity Employer, we welcome and encourage applications from all backgrounds, ensuring that employment decisions are made fairly and equitably.