Medical Administrative Assistant

DoveLewis Veterinary Emergency and Specialty Hospital is hiring a Medical Administrative Assistant to join our Clinical Administration team!

DoveLewis is one of the country’s largest single-location veterinary hospitals. As a non-profit with no private equity or corporate investors, we are dedicated to serving every animal and every person who cares for them, including our staff!

About this Position:

As the Medical Administrative Assistant , you will perform a wide variety of tasks related to the smooth operation of the hospital and business. The primary duties of this position are creating and maintaining monthly schedules and daily schedule adjustments to doctor staff for each department; as well as providing administrative and clerical support to medical leadership.

Other common duties will include coordinating DVM meetings, Journal Club, rounds, intern rotations, guest lectures and other meetings and staff celebrations; ordering and stocking office supplies for the hospital and business staff; coding and submitting invoices; assisting with incoming and outgoing mail; acting as the main point of contact for relief DVMs; coordinating with HR and managers regarding staff leaves; and preparing presentations, special reports, letters, memos, monthly credit card reconciliations, etc. for medical leadership.

Wage Range: $24-$29/hr depending on education, certifications, and experience.

Location: This is a hybrid position with a combination of working on-site and remotely. The ability to regularly work on-site at our hospital in NW Portland, Oregon is required.

Who we are looking for:

We are looking for someone who is highly organized, experienced with complex scheduling, and has a keen attention to detail. Collaboration, adaptability, critical thinking, and exceptional communication skills are key traits for success in this role.

A genuine love of and respect for all animals is required, as is an appreciation of the human-animal bond.

Education and Experience

• High school diploma or equivalent
• Three years of experience providing administrative and/or customer service support in a professional environment.
• Experience managing calendars and complex schedules
• Minimum of one year experience in a veterinary facility and familiarity with veterinary terminology, medications, and procedures.
• Experience using practice management software (ezyVet preferred).
• Experience using Microsoft Office – specifically Word, Excel, Outlook, and Teams.
• Any equivalent combination of experience or education may substitute.

Desired Knowledge, Skills, and Abilities

• Working knowledge of secretarial and office administrative procedures.
• Knowledge of use and operation of standard office equipment.
• Knowledge of working with executives in a professional, fast-paced environment and ability to interact and communicate with individuals at all levels of the organization.
• Excellent verbal and written communication skills; knowledge and proficiency in grammar, spelling, and veterinary medical terminology.
• High level of interpersonal skills to handle sensitive and confidential situations and ability to handle confidential and non-routine information discreetly. Position continually requires demonstrated poise, tact, and diplomacy.
• Intermediate skill in operating various software programs such as MS Excel, Outlook, and Word.
• Ability to juggle competing tasks and demands. Work requires continual attention to detail in typing and proofing materials, scheduling meetings, and meeting deadlines.
• Ability to gather and summarize data for reports.
• Ability to maintain organized files.
• Ability to find solutions to various administrative problems.

What you can look forward to at DoveLewis:

• Being a part of a nonprofit organization that reinvests back into its staff, services, and resources with no investors looking for a payout.
• Student Loan Repayment Program (qualify in your first month!)
• Public Service Loan Forgiveness qualified employee
• 403b Plan with equitable employer contributions for all staff
• Generous veterinary discount
• Medical, Dental, and Vision Insurance
• $0 mental health copays
• Short-Term and Long-Term Disability
• Life Insurance
• Flexible Spending Account
• Paid vacation and sick time
• Holiday pay
• Bereavement leave, including time off when a pet family member passes away