Provider Administrative Assistant I

This position provides administrative and clerical support to physicians (including Associate Medical Directors (AMDs)) at Gillette Children's Specialty Healthcare.  This position may also support Advanced Practice Providers (APPs), genetic counselors, or contract physicians as directed by the Supervisor of Provider Administrative Assistants. This position is expected to maintain and promote excellent customer service while aiding in scheduling, handling calls, preparing and maintaining documents for providers, and providing overall coordination for the provider’s schedule and professional duties.

Compensation and Benefits Information:

The hourly wage for this opportunity is $22.51/hour to $33.78/hour, with a median wage of $28.15/hour. Pay is dependent on several factors including relevant work experience, education, certification & licensure, and internal equity. Hourly pay just one part of the compensation package for employees. Gillette supports career progression and offers a competitive benefits package that includes a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits.  

Core Responsibilities and Duties:

1. Provides administrative support and office coordination to assigned provider(s) to maintain smooth operations and maximize departmental efficiency and effectiveness.
2. Coordinates all provider’s time and responsibilities to ensure their time is used most efficiently while maintaining top priorities.
3. Facilitates a variety of communications, including phone calls and correspondence to patients, families, and other providers to assure that internal and external information is appropriately and promptly handled.
4. Coordinates and executes various projects as requested independently.

5. Fulfills specialty-specific duties (in addition to duties listed above):

   • Efficiently manages a high volume of incoming faxes, ensuring timely processing and appropriate application of digital or physical signatures as required.
   • Serves as a liaison between vendors and healthcare providers to facilitate the accurate and timely processing of Durable Medical Equipment (DME) orders.
   • Serve as the UMN Pediatric Physical Medicine and Rehabilitation Medical Student Site Coordinator, as assigned.

Qualifications:

Required:

• Previous office/administrative experience or graduation from an administrative assistant course
• Computer skills:
  • Basic skills in Microsoft Programs, including SharePoint, Teams, OneDrive, Word, Excel, and
    PowerPoint
  • E-mail experience, preferably using Microsoft Outlook
  • Typing speed of 45 WPM

Preferred:

• Prior experience supporting one or more medical professionals in an administrative capacity
• Completion of an Administrative or Microsoft certification program
• Previous experience in the same medical specialty applying for
• Experience with software specific to the department, such as Oracle Health, eDOCS, HSM Production, and AMiON.
• Knowledge of basic medical terminology

At Gillette Children’s, we foster a culture where every team member feels a sense of belonging and purpose. We are dedicated to building an environment where all feel welcomed, respected, and supported. Our values are embedded at the heart of our culture. We act first from love, embrace the bigger picture, and work side-by-side with our patients, families, and colleagues to help every child create their own story. Together, we work to ensure patients of all backgrounds and abilities reach their full potential.

Gillette Children's is an equal opportunity employer and will not discriminate against any employee or applicant for employment because of an individual's race, color, creed, sex, religion, national origin, age, disability, marital status, familial status, genetic information, status with regard to public assistance, sexual orientation or gender identity, military status or any other class protected by federal, state or local laws.

We partner with individuals and families to provide specialized, coordinated care for individuals who have complex, rare or traumatic conditions starting in childhood. 

To learn more about working at Gillette Children's Specialty Healthcare, please visit https://www.gillettechildrens.org/careers.

Gillette Children's participates in the U.S. Department of Homeland Security (DHS) E-Verify program which is an internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. If E-Verify cannot confirm that you are authorized to work, Gillette will give you written instructions and an opportunity to contact DHS or the Social Security Administration (SSA) to resolve the issue before Gillette takes any further action. Please visit https://www.e-verify.gov/ for further details regarding e-verify.