Job Description

DoveLewis Veterinary Emergency and Specialty Hospital is hiring a Medical Administrative Assistant to join our Clinical Administration team!

DoveLewis is one of the country's largest single-location veterinary hospitals. As a non-profit with no private equity or corporate investors, we are dedicated to serving every animal and every person who cares for them, including our staff!

About this Position:

As the Medical Administrative Assistant , you will perform a wide variety of tasks related to the smooth operation of the hospital and business.

The primary role of this position is creating and maintaining staffing schedules for the doctor staff and implementing daily schedule adjustments based on call outs/other last-minute needs.

The secondary role of the Medical Administrative Assistant is providing administrative and clerical support to the medical leadership team. Common duties related to this aspect will include calendar management, coordinating DVM rounds, intern rotations, guest lectures and other meetings and staff celebrations; ordering and stocking office supplies; coding and submitting invoices; assisting with incoming and outgoing mail; acting as the main point of contact for relief DVMs; coordinating with HR and managers; and preparing presentations, special reports, letters, memos, monthly credit card reconciliations, etc. for medical leadership.

Wage Range: $24-$29/hr depending on education, certifications, and experience.

Location: This position works primarily on-site at our hospital in NW Portland, Oregon with the ability to work remotely up to 1 day per week on average.

Who we are looking for:

As the ideal person for this role, you are an adaptable critical thinker who thrives on the chance to solve puzzles, create strategically flexible systems, and you have strong interpersonal communication skills. You have experience creating and managing complex and dynamic staff schedules for large teams. You are highly organized with a keen attention to detail. You are good at working independently but also enjoy collaboration with a larger team and understand how to diplomatically navigate working with people at all levels of organizational hierarchy including executives.

A genuine love of and respect for all animals is required, as is an appreciation of the human-animal bond.

Education and Experience

• 1+ year of experience making and maintaining complex, dynamic staff schedules is required (e.g. scheduling when teams of people work, and how to adapt to last minute changes like sick calls).
• 3+ years of experience providing administrative and/or customer service support in a professional environment or equivalent.
• 1+ year of experience in a veterinary or other medical facility and familiarity with veterinary/medical terminology, medications, and procedures is preferred, but not required.
• Experience using and comfort learning various admin, scheduling, and practice management software. Some of our preferred software includes:
  • Microsoft Office - especially Word, Outlook, Teams, Excel
  • EzyVet practice management software
  • Sling scheduling
  • We understand software preferences vary widely across different hospitals and businesses, similar experience in other platforms will absolutely be considered.
• Experience being self-driven and making decisions independently throughout the workday.
• High school diploma or equivalent
• Any suitably equivalent combination of experience or education may substitute for the above.

Desired Knowledge, Skills, and Abilities

• Working knowledge of secretarial and office administrative procedures.
• Familiarity with and comfort using standard office equipment.
• Knowledge of working with executives in a professional, fast-paced environment and ability to interact and communicate with individuals at all levels of the organization.
• Ability to work independently while also being part of a larger team. You will need to be a confident decision maker and critical thinker who is also good at knowing when to elevate something for help.
• Excellent verbal and written communication skills
• Proficiency in grammar and spelling, and the ability to become proficient in veterinary medical terminology.
• High level of interpersonal skills to handle sensitive and confidential situations and ability to handle information discreetly. Position continually requires demonstrated poise, tact, and diplomacy.
• Ability to juggle competing tasks and demands while meeting deadlines.
• Ability to gather and summarize data for reports.
• Ability to maintain organized files and systems (both physical and digital).

What you can look forward to at DoveLewis:

• Being a part of a nonprofit organization that reinvests back into its staff, services, and resources with no investors looking for a payout.
• Student Loan Repayment Program (qualify in your first month!)
• Public Service Loan Forgiveness qualified employer
• 403b Plan with equitable employer contributions for all staff
• Generous veterinary discount
• Medical, Dental, and Vision Insurance
• Mental Health insurance including $0 mental health copays for in-network providers
• Short-Term and Long-Term Disability
• Life Insurance
• Flexible Spending Account
• Paid vacation and sick time
• Holiday pay
• Bereavement leave, including time off when a pet family member passes away

How to apply:

To be considered for this position, you must complete the online application and upload a resume. Resumes received without a completed online application will not be considered.

DoveLewis is an equal opportunity employer dedicated to workforce diversity and a drug-free workplace. Pre-employment drug screen required.

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