Medical Office Assistant

Position: Administrative Assistant / Patient Scheduler

Location: Stanford, CA (Onsite)

Duration: 6 Months Contract with Potential for Extension/Conversion

Job Summary

We are seeking a dependable, organized, and customer-focused Administrative Assistant / Patient Scheduler to support daily operations within a Clinical Research Unit. This role serves as a key point of contact for research participants, clinical staff, and study teams, ensuring efficient scheduling, smooth patient flow, and excellent participant experiences. The ideal candidate will be comfortable balancing administrative responsibilities with hands-on operational support in a fast-paced healthcare research environment.

Key Responsibilities

• Coordinate and schedule participant appointments across multiple active clinical research studies.
• Welcome, register, and check in research participants upon arrival.
• Manage incoming phone calls, answer general inquiries, and route calls to the appropriate study teams, nurses, or leadership staff.
• Provide exceptional customer service while maintaining professionalism and confidentiality.
• Prepare and organize snacks, meals, and refreshments for participants during study visits.
• Assist with maintaining clinic readiness by resetting, tidying, and restocking patient and research rooms between visits.
• Support daily clinic operations through various administrative and operational tasks as needed.
• Collaborate closely with nurses, phlebotomists, administrative staff, and research teams to ensure efficient workflow and participant satisfaction.
• Maintain strict HIPAA compliance and safeguard sensitive patient and research information in all interactions.

Required Qualifications

• Previous experience in administrative support, patient scheduling, medical front desk, healthcare administration, or customer service.
• Strong communication and interpersonal skills with the ability to interact professionally with patients, clinical staff, and research teams.
• Excellent organizational skills with the ability to manage multiple priorities in a dynamic environment.
• Comfortable handling incoming calls, scheduling appointments, and maintaining accurate records.
• Understanding of HIPAA regulations and patient confidentiality practices, or willingness to learn.
• Ability to work independently while also contributing effectively within a team environment.

Top 3 Requirements

1. Professional Interpersonal Skills – Ability to communicate effectively and build positive relationships with patients, clinical staff, and multiple research teams.
2. Adaptability & Multitasking – Comfortable transitioning between scheduling, phone support, participant assistance, and clinic maintenance responsibilities throughout the day.
3. Self-Motivation & Resourcefulness – Proactive in identifying operational needs, managing priorities, and supporting clinic activities with minimal supervision.