What are the responsibilities and job description for the Medical Office Administrator position at NYCTBI?
We are a Traumatic Brain Injury Center with offices in Elmhurst, Brooklyn Heights, and Manhattan. We are currently seeking an enthusiastic, fully bilingual Spanish-English Office Administrator to join our Brooklyn center.
This role is ideal for a charismatic, organized, and patient-focused individual who can multitask in a fast-paced medical environment. The Office Administrator will be in direct contact with patients and will work closely with doctors, nurse practitioners, neuropsychologists, medical assistants, technicians, administrative personnel, and other staff members.
Bilingual Spanish-English is mandatory. We are not hiring non-bilingual candidates.
Strong Candidates Are:
- Able to build one-on-one rapport with patients
- Friendly, outgoing, and patient-focused
- Excellent people and communication skills
- Comfortable working in a team environment with oversight from doctors and teammates
- Organized, detail-oriented, and capable of multitasking
- Professional, energetic, warm, and caring in all patient and family interactions
Responsibilities:
- Coordinate billing activities to ensure accurate and timely processing
- Oversee patient appointments, daily schedules, and calendar management
- Reschedule missed or canceled patient appointments and follow up as needed
- Assist with operational control of the Brooklyn office alongside another supervisor
- Report directly to the Executive Director on administrative and operational matters
- Assist with general administrative and operational functions related to the Brooklyn center across all areas
- Support implementation and maintenance of efficient office workflows and procedures
- Assist doctors, administrative staff, and therapists to ensure office efficiency and productivity
- Maintain a safe, clean, and orderly office environment
Administrative Duties (may include, but are not limited to):
- Use computer applications and office software
- Manage calendars and schedule patient appointments
- Answer and direct phone calls; take messages and provide information
- Welcome patients and visitors in a professional and friendly manner
- Update, file, and maintain patient medical records
- Handle correspondence, billing documents, and scanning of patient files
- Prepare documents for billing, including scanning and submission
- Assist patients with completing forms
- Provide general office support (filing, scanning, photocopying)
- Perform data entry and maintain accurate records
- Assist with order entry and inventory management
- Translate from Spanish to English as needed
- Ensure reception and therapy areas remain clean and organized
Experience & Qualifications:
- Fully bilingual Spanish-English (required)
- Proficient in Google Suite (Gmail, Google Docs, Google Sheets)
- Strong data entry skills with excellent attention to detail
- Experience with calendar management and scheduling
- Familiarity with order entry and inventory processes
- Previous medical office or administrative experience is a plus
- Customer service experience is highly desirable
- Knowledge of medical office procedures is an advantage
- Experience handling multiple phone lines
This position requires excellent verbal and written communication skills. The ideal candidate is organized, dependable, detail-oriented, and able to multitask effectively. A friendly demeanor and professional appearance are essential.
Please note that this job description is not intended to cover all duties or responsibilities. Duties may change at any time with or without notice.
If you meet the qualifications and are interested in joining our Brooklyn team, please submit your resume for consideration.
We look forward to reviewing your application!
Job Type: Full-time
Pay: $28.00 - $32.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $28 - $32