Office Specialist - Neurology

Job Summary

Provide administrative support to department physicians, APPs, and fellows; maintain research/education portfolios; manage observerships; manage physician on-call calendar; managing calendars/schedules; coordinate meetings; gather travel information and share with Business Operations Specialist; follow up to ensure travel paperwork is completed; work with faculty and APPs to track leave and clinic cancelations to complete and submit required forms; ensure completion of all department, university and medical center required paperwork; participate in section meetings; scribe for meetings if needed; maintaining knowledge of purchasing rules and processes; maintaining office supplies; anticipate needs based on job experience and familiarity with team; any other administrative duties that are needed.

Patient scheduling in Epic; coordination of fellowship program(s); assisting with grant funder or research oversight visits; grand rounds coordinator; Clerkship coverage; building liaison (facilities, security, etc.); coordinating special programs (i.e. Reach); coordinate/assist with special event planning/execution (i.e. Epilepsy Walk).

Answer all incoming phone calls; relay messages to providers; route callers to appropriate areas (patient service center, radiology, etc.).

Coordinate patient appointment times with scheduling; contact patients and referring physician offices with test results, visit notes; assist with patient paperwork for FMLA, return to work, disability, etc.; call all patients before clinic visits to confirm appointments and remind them of needed paperwork or pre-visit testing; close all loops in the patient scheduling process; Assist with preparation of patient letters if requested; assist with managing schedules for clinic; Work with clinic nurses/staff to ensure all patient paperwork is returned and clinic schedule is correct.

Provide backup administrative support for all department sections as requested.

Other duties as assigned.

Required Qualifications

Associate's degree from an accredited college or university.

OR

High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization is required and a minimum of three years progressively responsible office support experience.

Knowledge, Skills, & Abilities

ABILITIES

• Ability to maintain confidentiality
• Excellent interpersonal, written and verbal communication skills
• Proficient in Microsoft Office and other computer software/databases
• Detail-oriented with strong organizational, customer service, prioritization and multi-tasking skills

Shift/Salary/Benefits

Shift: Days/M-F

Pay Band: B3

Salary Range: $16.54/hourly - $19.64/hourly

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position.

Recruitment Period: 2/5/26 - Until Filled