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Lead, Front Desk-Administrative Assistant

Company: Northwest Pathology, PS
Location: Bellingham
Posted on: June 20, 2022

Job Description:

Job DescriptionJOB SUMMARYThe Lead, Front Desk-Administrative Assistant position will help coordinate and oversee front desk operations and administrative support for our professional building. This position functions in a team environment to ensure that the highest quality of service and is provided both internally and externally through various pathology support functions. This position will support daily operations for front desk of professional office by performing administrative tasks. We operate on a 24/7/365 basis; individual may be required to work various shifts, including days, nights, weekends, and holidays. Schedule flexibility with and without advanced notice is required. ESSENTIAL JOB DUTIES

  • Provide high-level administrative support to multiple pathologists, as well as all other laboratory departments.
  • Responding timely and professionally to inquiries from clients, patients, and internal departments.
  • Greet patients, clients and vendors in a courteous and respectful manner.
  • Assist the pathologists in preparation for tumor boards and conferences.
  • Send cases to reference laboratories or other institutions via FedEx, UPS, or courier.
  • Review and process paperwork including reports associated with pathology specimens, as well as materials that have been sent to a reference laboratory.
  • Assist in troubleshooting issues brought to your attention by coworkers and/or clients.
  • Pull and file pathology slides and blocks.
  • Able to act as a leader within the department, answering questions and providing support and guidance to staff as needed.
  • Handles inventory management and ordering of office and kitchen supplies.
  • Maintains reception, front desk, work room, file/mail room and conference rooms clean and organized.
  • Responsible for timely and accurate training of front desk team members.
  • Attends various trainings and meetings as needed. EDUCATION/CERTIFICATION/LICENSE
    • High School Diploma or equivalent required; college degree is a plus
    • Active and valid US State-Issued Driver's License with acceptable motor vehicle record as defined and approved by NWP-NWL vehicle insurance carrier. EXPERIENCE
      • Minimum 3+ years of experience required:
      • Reception/Front Desk
      • Administrative support
      • High demand, fast paced, exceptional customer service or call center environment providing an understanding of company services, and policies.
      • Lead role within a team in a complex, multi-channel, multi-function high-volume office and phones providing superior customer service
      • Development and management of operational standards which includes but is not limited to: work, workflow, task assignments, policies, processes and procedures
      • Proficiency with computers and strong, accurate typing skills.
      • Laboratory and/or healthcare environment experience is a plus. KNOWLEDGE, SKILLS AND ABILITIES
        • Basic knowledge of medical terminology
        • Minimum accurate typing speed of 60 WPM.
        • Exhibits patience and approachability, sets positive tone and example for team member behavior, work ethic & quality, abilities, skills and overall performance.
        • Demonstrates ability to maintain confidentiality at all levels; acts with high integrity.
        • Establishes and maintains solid interpersonal relationships with team members across all levels of an organization.
        • Demonstrates and facilitates professional communication skills; must be able to understand, listen, write and speak fluently, professionally, and, effectively in the English language.
        • Motivated, responsible and organized self-starter who excels at time management, timely follow-up, meeting commitments, and, possesses a passion for continuous learning and improvement.
        • Strong attention to detail, analytical, research and problem-solving skills. Pro-active ability to identify, assess, improve/refine and solve complex challenges, processes and/or situations.
        • Ability to successfully work collaboratively within a team as well as independently with minimal supervision.
        • Flexible and able to thrive in a fast paced, high growth, team-based environment while successfully handling competing and ever-changing priorities and responsibilities with frequent interruptions.
        • Solid track record of taking responsibility and holding one's self accountable for high quality task deliverables within established deadlines.
        • Effective facilitation, collaboration, negotiation and conflict resolution abilities.
        • Exhibit personal presentation in a professional manner as it relates to appearance, communication and actions.
        • Proficient software/computer skills utilizing various applications which includes, but is not limited, to the following: MS Windows, MS Outlook, MS Word, MS Excel, health care database/systems, etc.
        • Regular and predictable attendance and punctuality.
        • Focused on overall NWP team success vs. solely on individual success. WORKING CONDITIONS
          • We share a collaborative obligation to ensure that we conduct ourselves in the utmost ethical manner and that we hold each other accountable to the values and standards of the organization. Every employee has the responsibility to ask questions, seek guidance, and report concerns and/or violations of company policy or ethical standards.
          • The organization has several processes in place to communicate with leadership and expects that employees will have a commitment to integrity and uncompromising values.
          • This position works in a demanding, fast-paced office and lab environment with the need to meet daily workload requirements. Incumbent may be exposed to chemicals and requires the use of personal protection equipment and universal precautions.
          • This role routinely uses standard office equipment such as computers/keyboards/mice, printers, phones, mobile devices, photocopiers, filing cabinets, fax machines, etc. The noise level in the office work environment varies from moderate to loud. PHYSICAL REQUIREMENTS
            • Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
            • While performing the duties of this job, the employee is regularly required to talk or hear; sit; stand; walk; use hands to finger, handle or feel; grasp and/or reach with hands and arms; repetitive movements of the wrists, hands and/or fingers.
            • Specific vision abilities required by this job include close visual acuity and ability to adjust focus to perform an activity such as: preparing and analyzing data and figures; reading reports, various forms charts or records, transcribing; viewing computer monitor(s); extensive reading; and legally operate a motor vehicle. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties and/or work various shifts as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Keywords: Northwest Pathology, PS, Bellingham , Lead, Front Desk-Administrative Assistant, Administration, Clerical , Bellingham, Washington

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