Administrative Assistant - Office

  • Trinity Health - IHA
  • IHA Ann Arbor OB/GYN - Domino's Farms Ann Arbor Michigan 48105 US
  • Posted: Apr 10, 2019
Other Office and Clerical

Job Description


Position may require travel to Plymouth location.

This position is responsible for providing secretarial, clerical and office maintenance support to administration and medical staff, including typing dictation, developing forms, coordinating meetings, managing office supplies and equipment and completing special projects.


  • Courteously greets visitors to the office.  Answers telephone calls in accordance with IHA telephone etiquette guidelines. Takes and relays accurate, comprehensive, dated and signed messages in a timely manner.
  • Accurately types dictation of patient letters and office memos using word processing software. 
  • Schedules meetings and appointments, makes phone calls, works patient registries, mails and faxes letters and documents in a timely manner. Sends all no-show letters.
  • Manages all newborn information and enters into EMR.
  • Creates meeting agendas and packages. Takes notes at meetings as needed.
  • Manages relevant filing systems. Files medical charts. Manages fax server.
  • Processes payroll biweekly for physician offices (in some offices).
  • Maintains postage meter and petty cash fund (in some positions).
  • Organizes and maintains inventory of office supplies and stock printed material.
  • Uses word processing software to create and update miscellaneous memos, forms, and signs to communicate with office staff.  Develops spreadsheets. Accurately prepares and updates memorandum, spreadsheets, reports, forms, signs and other documents as assigned. Communicates to staff as requested.
  • Photocopies miscellaneous documents as requested
  • Develops spreadsheets using the computer.
  • Implements office improvements as needed.
  • Serves as primary contact person for other staff regarding routine facility and office equipment issues.
  • Resolves building maintenance, cleaning, and office equipment problems by contacting and following-up with vendors.
  • Assists with coordinating office functions (i.e., luncheons, breakfasts, dinners), interviews, special events, gatherings, and meetings.
  • Assists with Accounts Payable processing.
  • Assists with revenue cycle duties which include looking up and printing patient reports, organizing weekly billing report, sending patient reports and demographics to outside billing agency.
  • Maintains data used for interdepartmental quality control audits.
  • Monitors, organizes and keeps work area clean.
  • Supports other offices, attends required meetings and training, and participates in committees as requested.
  • Completes special projects and performs other administrative support duties as needed.

  • Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the IHA CARES mission and core values statement.
  • Must be able to work effectively as a member of the medical office clerical team.
  • Successfully completes IHA's "The Customer" training and adheres to IHA's standard of promptly providing a high level of service and respect to internal or external customers.
  • Maintains knowledge of and complies with IHA standards, policies and procedures, including IHA's Employee Handbook.
  • Maintains complete knowledge of office services and in the use of all relevant office equipment, computer, and manual systems.
  • Maintains strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines
  • Serves as a role model, by demonstrating exceptional ability and willingness to take on new and additional responsibilities.  Embraces new ideas and respects cultural differences.
  • Uses resources efficiently.
  • If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.

    Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.                                              


    EDUCATION:  High School graduate or equivalent; additional education is preferred.


    MINIMUM EXPERIENCE:   Minimum one year medical office experience as a Medical Receptionist or Medical Secretary, with a strong background in medical billing.


  • Knowledge of secretarial/clerical, customer service and billing processes related to position responsibilities.
  • Familiarity with physician office or department basic services and hours of operation to respond to customer requests accurately.
  • Sufficient knowledge of general business mathematics.
  • Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, Microsoft Word and Excel, Outlook, intranet and computer navigation.  Ability to use other software as required while performing the essential functions of the job.
  • Excellent communication skills in both written and verbal forms, including proper phone etiquette.  Ability to speak before groups of people.
  • Ability to work collaboratively in a team-oriented environment; courteous and friendly demeanor.
  • Ability to work effectively with various levels of organizational members and diverse populations including IHA staff, providers, family members, insurance carriers, and vendors.
  • Ability to cross-train in other areas of practice in order to achieve smooth flow of all operations.
  • Good organizational and time management skills to effectively juggle multiple priorities and time constraints.
  • Ability to exercise sound judgement and problem-solving skills.
  • Ability to handle patient and organizational information in a confidential manner.
  • Successful completion of IHA competency-based program within introductory and training period.
  • Sufficient knowledge of medical terminology to perform responsibilities.  
  • Ability to travel to other office/practice sites and meeting and training locations.

  • Physical activity that often requires keyboarding, filing and phone work.
  • Physical activity that often requires extensive time working on a computer.
  • Physical activity that sometimes requires walking, standing, bending, stooping, reaching, and/or twisting.       
  • Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs.
  • Specific vision abilities required include close vision, depth perception, peripheral vision and the ability to adjust and focus. 
  • Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
  • Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.

    This job operates in a typical office environment which involves frequent interruptions and significant interaction with people which can be stressful at times.