Clinical Administrative Assistant (Part-Time)

Job title: Clinical Administrative Assistant (Part-time; Onsite)

About Us:

Founded in 2015, the Food Allergy Institute (FAI) is a cutting-edge research and clinical care center revolutionizing food allergy treatment among the pediatric population. Our Tolerance Induction Program™ is the first of its kind, bringing patients to the point where they can eat whatever they want, whenever they want, without having to worry about any kind of reaction. The success of FAI is built on years of development involving proprietary biomarkers, data analytics and modeling systems which allow unique patient specific therapy to be deployed in the clinic setting and at home safely.

Why Join FAI?

The Food Allergy Institute (FAI) is home to innovative thinkers, problem solvers, and passionate leaders who are transforming the world of food allergy treatment. Our work is life-changing for patients and their families, and every member of our team plays a vital role in supporting our mission. With over 180 employees, Our diverse team includes Physicians in the specialties of Pediatrics, Pulmonary, Allergy & Immunology, Emergency Medicine, as well as Nurse Practitioners, Physicians Assistants, and a PhD level research team. In the food allergy world, the growth of FAI is unique in reflecting the effectiveness of its treatment approach and the supportive environment fostered by its team of professionals.

At FAI, you'll be part of a team dedicated to making a real impact. We provide access to cutting-edge technology, offer competitive salaries, comprehensive benefits, and endless opportunities for professional development and career growth. Join us in transforming food allergy care and be inspired to make a difference.

Who are we looking for?

We are currently seeking a Clinical Administrative Assistant to support the daily operations of the clinic by coordinating tasks that enhance both efficiency and the overall patient experience. This role is responsible for preparing and printing clinical materials, assisting with planning and implementing clinic décor, coordinating patient engagement activities, and providing administrative support such as scheduling and organizing meetings. By ensuring a welcoming and well-prepared environment, the Clinical Administrative Assistant plays a key role in fostering a positive and professional patient experience.

Duties and responsibilities:

• Print, prepare, and organize clinical and administrative materials to support patient care and staff needs.
• Coordinate and support internal/external meetings by scheduling appointments, creating standard meeting decks, agendas, catering, and meeting notices, and following up with participants as needed.
• Answering phone calls and responding to emails.
• Assist in planning, setting up, and maintaining clinic décor to create a welcoming environment for patients and families.
• Coordinate and help execute patient experience activities and events within the clinic.
• Collaborate cross departmentally to ensure smooth daily operations and timely completion of tasks related to patient experience.
• Maintain an organized inventory of supplies for materials, décor, and patient activities.
• Provide general administrative support as needed to enhance clinic efficiency and patient satisfaction.
• Perform other duties as assigned.

Qualifications:

• High school diploma required. Bachelor’s degree or equivalent experience preferred.
• 2-3 years of experience providing administrative support required.
• Strong communication and interpersonal skills and the ability to build relationships with multiple stakeholders.
• Passion for patient and customer success
• Tech savvy and proficient in Microsoft Office and/or Google Suite.
• Detail oriented and possess strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with a positive, flexible, and professional disposition.
• Ability to work in a discreet and confidential manner.
• Ability to understand the office workflow to appropriately prioritize and delegate workflow of projects to other support staff and ensure teams are working to full efficiency.

Employee Benefits:

We offer a comprehensive benefits package, including competitive salary, 401(k) with employer match, medical, dental, and vision insurance, generous paid time off, company-paid holidays, and sponsored employee events. We are also committed to your professional development with individualized training and career growth opportunities.

Direct reports:

N/A

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.

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.