Medical Office Assistant

Position Summary

Unity Urgent Care & Pharmacy is seeking a highly organized, dependable, and motivated Office Assistant to oversee the daily administrative and operational functions of our urgent care and pharmacy. This position is ideal for an experienced healthcare administrative professional who enjoys leadership responsibilities while continuing to develop professionally within a growing organization.

Although the title is Office Assistant, this role serves as the central coordinator for office operations, supporting providers, pharmacists, clinical staff, front desk personnel, and executive leadership. The successful candidate will ensure that daily operations run efficiently while maintaining exceptional patient service and staff accountability.

This position offers significant opportunity for professional growth and advancement into future leadership positions as the organization continues to expand.

Essential Responsibilities Office Operations

• Coordinate the daily operations of Unity Urgent Care & Pharmacy.
• Ensure smooth workflow between urgent care, pharmacy, infusion services, wellness, and administrative departments.
• Monitor office productivity and recommend workflow improvements.
• Maintain organized office systems and administrative processes.
• Ensure all departments maintain a professional appearance.
• Open and close the facility as assigned.
• Assist leadership with implementing operational improvements.
• Front desk and MA responsiblites.

Staff Coordination

• Serve as the primary administrative resource for employees.
• Assist with onboarding new employees.
• Coordinate orientation and training schedules.
• Maintain employee personnel files.
• Track employee certifications, licenses, CPR, TB testing, and required compliance documents.
• Coordinate staff schedules and communicate schedule updates.
• Monitor attendance and report concerns to leadership.
• Assist with PTO requests and schedule coverage.
• Help ensure proper staffing levels each day.
• Reinforce company policies and procedures.

Administrative Support

• Provide direct administrative support to the CEO, Managing Partners, and CMO.
• Prepare reports, spreadsheets, and business correspondence.
• Assist with meeting preparation and documentation.
• Organize and maintain confidential files.
• Track contracts, vendor information, and business documents.
• Assist with business licensing renewals and required documentation.
• Coordinate communication between vendors and leadership.

Front Desk Oversight

• Ensure front desk operations run efficiently.
• Assist patients with check-in and registration when needed.
• Monitor patient wait times.
• Resolve patient concerns professionally.
• Ensure insurance information and patient demographics are accurate.
• Maintain excellent customer service standards.
• Assist with appointment scheduling and phone calls during busy periods.

Human Resources Support

• Assist with recruiting and interviewing candidates.
• Coordinate new hire paperwork.
• Assist with employee evaluations.
• Maintain employee training records.
• Coordinate mandatory annual training.
• Track completion of compliance education.
• Assist with employee engagement initiatives.

Inventory & Office Supplies

• Monitor office supply inventory.
• Coordinate ordering of office supplies.
• Work with pharmacy and clinical departments regarding operational supply needs.
• Maintain organized storage areas.
• Track equipment maintenance needs.

Compliance

• Help maintain compliance with:
• HIPAA
• OSHA
• Ohio Board of Pharmacy
• CLIA
• DEA
• CMS requirements
• Company policies
• Maintain confidentiality of patient and employee information.
• Report compliance concerns immediately.
• Assist during audits and inspections.

Financial & Business Support

• Assist leadership with operational reports.
• Monitor office expenses.
• Coordinate invoice submissions.
• Assist with payroll preparation.
• Track vendor invoices.
• Help monitor productivity metrics.
• Prepare operational reports as requested.

Marketing & Community Relations

• Coordinate community outreach activities.
• Assist with marketing events.
• Help organize health fairs and community events.
• Coordinate marketing materials.
• Maintain relationships with local organizations.
• Assist with social media coordination when requested.

Quality Improvement

• Identify workflow inefficiencies.
• Recommend process improvements.
• Assist leadership in implementing new policies.
• Help maintain patient satisfaction initiatives.
• Participate in quality improvement projects.

Leadership Expectations

Although this position is titled Office Assistant, the individual is expected to demonstrate leadership by:

• Leading through professionalism and teamwork.
• Supporting all departments.
• Promoting accountability.
• Maintaining a positive workplace culture.
• Solving problems proactively.
• Escalating significant issues appropriately.
• Acting as a reliable resource for staff.

QualificationsRequired

• High school diploma or equivalent.
• Minimum of 3 years of administrative experience, preferably in healthcare.
• Excellent organizational skills.
• Strong computer proficiency (Microsoft Office, Google Workspace).
• Excellent written and verbal communication skills.
• Ability to multitask in a fast-paced environment.
• Strong customer service skills.
• Professional appearance and demeanor.

Preferred

• Associate's or Bachelor's degree.
• Experience in urgent care, physician office, pharmacy, or outpatient healthcare.
• Experience with scheduling software and electronic medical records (EMR).
• Supervisory or leadership experience.

Knowledge & Skills

• Healthcare administration
• Office management
• Staff scheduling
• Customer service
• Human resources support
• Microsoft Office
• Time management
• Organization
• Communication
• Conflict resolution
• Professional judgment
• Confidentiality
• Team leadership
• Problem-solving
• Adaptability

Physical Requirements

• Sit, stand, and walk for extended periods.
• Lift up to 25 pounds occasionally.
• Perform repetitive computer work.
• Communicate effectively with patients and staff.

Benefits

• Competitive compensation
• Paid Time Off (PTO)
• Paid holidays
• Health benefits (if eligible)
• Professional development opportunities
• Career advancement opportunities
• Supportive team environment

Why Join Unity Urgent Care & Pharmacy?

At Unity Urgent Care & Pharmacy, we believe in developing future leaders. While this position begins as an Office Assistant, it carries significant responsibility and offers a clear path for advancement as our organization continues to grow. You will work alongside experienced healthcare professionals in an environment focused on teamwork, innovation, and exceptional patient care.

Equal Opportunity Employer:
Unity Urgent Care & Pharmacy is an Equal Opportunity Employer and values diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.

Pay: $12.08 - $23.80 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $12 - $24