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administrative assistant

Title posted on indeed.com - Part Full Time Administrative Assistant

Posted on May 14, 2026 by Employer details NYRC

Job details

*Job description* We are looking for a skilled *Administrative Assistant *for a busy multidisciplinary *Independent Medical Examination Centre*. The *Administrative Assistant* will be responsible for booking associated services, as well as the processing of documentation. The ability to interact with staff and clients in a fast paced environment, with a high level of professionalism and confidentiality is crucial to this role. The ideal individual has the capacity to work well under tight timelines while remaining flexible, proactive, resourceful and efficient. Expert level written, verbal and communication skills are required, as well as, a strong decision making ability and attention to detail. This person must be exceptionally well organized, flexible and enjoy the challenges of supporting a variety of key clients. The schedule for this role is *Monday-Friday.* *ESSENTIAL DUTIES AND RESPONSIBILITIES TO PERFORM THIS JOB SUCCESSFULLY INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING:* * Handles the receipt of new referrals of various types from a variety of sources * Reviews for complete information, appropriateness of assessor requested for benefits in question. * Inputs referral information into IME-Centric, adding case notes and archives emails in IME-Centric per Company policies * Schedules examinations through IME Centric for single and multiple assessments * Schedules and confirms appointment dates and times with physicians' offices * Coordinates with the client to obtain required medical records prior to examination * Reviews medical documents to check for conflict of interest, breaches in confidentiality, remove duplicates and confirm questions have been received and match the type of assessment requested. Moves cases to the appropriate queue to have medical documents sent to the assessor. * Coordinates ancillary services such as interpretation, chaperones, transportation, and or exam site rentals when needed. Ensures the appropriate steps are taken to cancel and/or reschedule services upon appointment change or cancellation * Make reminder calls to examinees in advance of the assessment date if required * Confirms if examinee has attended assessment and requests consent forms. Inform client of any no shows and ask for direction. * Handles and responds promptly to incoming calls, e- mails or faxes from physicians or clients requesting report status and/or information * Arrange lodging and or transportation for out-of-town examinees, assists with directions, etc. Arranges for diagnostic tests as required. * Assists with reception, report tracking coverage when required. * Monitors various work queues to ensure all cases are followed up on and moved forward per company standards * Participate in various educational and or training activities as required * Other duties as assigned *EDUCATION AND/OR EXPERIENCE* * High School Diploma required * Post-secondary education recommended *QUALIFICATIONS:* * Prior experience in the IME industry or medical clinic preferred * Must possess complete knowledge of general computer, fax, copier, scanner, and telephone. * Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Outlook, Excel, and the Internet. * Must be a qualified typist with a minimum of 40 W.P.M. * Ability to follow instructions and respond to Management?s directions accurately. * Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met. * Must demonstrate strong communication skills by conveying necessary information accurately, listening effectively and asking questions where clarification is needed. * Must be able to work independently, prioritize work activities and use time efficiently. * Must be able to maintain confidentiality. * Must have the desire and ability to build positive relationships with customers, vendors and all internal staff. * Must have a strong sense of urgency and be able t