Job Description
Job DescriptionSalary: 19.00 - 29.50
Administrative Specialist
Job Overview:
We are seeking a highly organized and detail-oriented Administrative Specialist to support our operations with various office tasks, including vaccine management, scheduling, data entry, and data management. This role is essential in ensuring the smooth operation of our mobile clinic and administrative processes.
Compensation
$19.00-$29.50 per hour
Who You Are:
A dependable, compassionate professional looking for a career with a profound purpose. You have strong attention to detail, strong communication skills, and thrive in a collaborative work setting. You are motivated by helping others and providing quality service above all else. You are driven by making an impact and contributing to a healthier community. You want to show up and make a difference every day.
Key Responsibilities:
1. Vaccine Management:
Manage vaccine inventory, including tracking stock levels and ensuring accurate records.
Prepare and organize vaccine totes for clinic pick-up and drop-off.
Maintain cold-chain management to ensure proper temperature control.
Report vaccine usage, inventory levels, and any discrepancies.
Participate in on-call duties as required to handle urgent vaccine management needs.
2. Hotel Booking & Scheduling:
Assist with booking accommodations for clinic staff.
Assist with mileage calculations and hours verification as needed.
Support department scheduling needs.
3. Data Management:
Process clinic paperwork, ensuring accurate and timely entries.
Manage data entry for insurance documents, verifying all necessary information is recorded.
Upload CIS files, print, and prepare CIS forms for clinic use.
o Fill out verification forms as needed, ensuring all information is correct and up to date.
4. Warehouse and Supplies:
Pack supplies for mobile clinics.
Receive and restock returning supplies from mobile clinics.
Ensure adequate inventory of supplies.
What You'll Need To Get The Job Done:
Associate Level coursework completed and associates degree or higher preferred.
Proven experience as an administrative assistant or in a similar role.
Strong organizational skills and attention to detail.
Available while on-call.
Evening and weekend availability.
Empathy, compassion, dependability, and kindness are a MUST.
Strong communication skills.
Basic computer skills (office suite) as well as overall technical savviness.
Dependable personality and strong work ethic.
Proof of eligibility to work in the U.S.
A willingness to travel is strongly preferred but not required.
Proficiency in data entry and managing various administrative tasks.
Familiarity with cold-chain management is a plus.
Ability to handle sensitive information with discretion.
Excellent communication and time management skills.
Working Conditions:
Office-based with occasional on-call responsibilities.
May involve handling temperature-sensitive vaccines.
Ability to lift up to 50 pounds.
Tuesday to Saturday with flexible schedule based on clinic times.
Travel to and from clinics within a 70-mile radius may be required at times.
Average 20 hours / week. (example of a schedule, although it changes weekly: Wed: 5pm-9pm; Thu: 4pm-8pm; Fri: 4pm-10pm; Sat: 7:00am-3:00pm)
What We Offer
Competitive compensation and bi-weekly pay.
Comprehensive training, including virtual, online, and hands-on components.
A supportive and collaborative office environment.
Mileage Reimbursement - GSA mileage reimbursement (currently $0.70 / mile) for clinics over 40 miles away.
Paid Training - Virtual/Online/Hands-On.
$98/day Per Diem for overnight travel only.
401K contribution and profit sharing (see employee handbook for details)
Paid Sick Time Leave
About Us
Birds Eye Medical is on a mission to provide equitable access to essential healthcare services. We're dedicated to making a meaningful impact on public health by managing multifaceted healthcare initiatives, including childhood and adult immunization programs, preventative health clinics, and more. At the heart of our culture, we hold agility as a paramount value, excelling in adapting to and anticipating rapid change through short response cycles and strategic external collaborations. Our approach is grounded in servant leadership, where we share power with a profound focus on the well-being of others, nurturing a culture characterized by respect, support, and collaborative spirit. Collaboration is our driving force, both internally and externally, as we diligently work together to identify challenges and co-create solutions.
How to Apply
To join our team and contribute to our mission, please submit your cover letter and resume. Please note that all candidates must provide proof of COVID-19 vaccination to be considered for this position.
Birds Eye Medical is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We seek to hire on the basis of merit, competence, performance, and business needs.
Notice for Applicants: Bird's Eye Medical participates in E-Verify; To learn more please visit E-Verify.gov - Employee Rights and Responsibilities