Administrative Coordinator Multi-Specialty Care

About the role

Command Multi-Specialty Patient Flow: Direct front-end patient navigation by checking patients in and out, ensuring a welcoming environment across diverse and sensitive clinical specialties.

Orchestrate Complex Care Scheduling: Own the end-to-end scheduling matrix for all return appointments, follow-up visits, and internal procedural referrals across multiple specialized departments.

Lead Specialized Procedure & Medication Coordination: Manage the dedicated scheduling, tracking, and logistical coordination for specialized clinical treatments, including Botox therapies and complex Infusion services.

Execute Agile Provider Calendar Reclamation: Rapidly and tactfully restructure patient appointments and reschedule clinic blocks in response to short-notice provider PTO, call-ins, or schedule shifts.

Provide Cross-Functional Operational Coverage: Seamlessly pivot and deploy across the practice to support frontline reception, check-in desks, and infusion scheduling queues based on daily operational volume.

Maintain High-Security Data Integrity: Ensure precise demographic capture, insurance check-ins, and scheduling entries within the EHR in strict compliance with HIPAA and institutional guidelines.

Responsibilities

• Direct front-end patient navigation by checking patients in and out, ensuring a welcoming environment across diverse and sensitive clinical specialties.
• Own the end-to-end scheduling matrix for all return appointments, follow-up visits, and internal procedural referrals across multiple specialized departments.
• Manage the dedicated scheduling, tracking, and logistical coordination for specialized clinical treatments, including Botox therapies and complex Infusion services.
• Rapidly and tactfully restructure patient appointments and reschedule clinic blocks in response to short-notice provider PTO, call-ins, or schedule shifts.
• Seamlessly pivot and deploy across the practice to support frontline reception, check-in desks, and infusion scheduling queues based on daily operational volume.
• Ensure precise demographic capture, insurance check-ins, and scheduling entries within the EHR in strict compliance with HIPAA and institutional guidelines.

Requirements

• A high school diploma equivalency or 1 year of applicable cumulative job-specific experience required.

Preferences

• Proven healthcare experience: Minimum of 2 years of direct experience working within a fast-paced medical clinic or hospital outpatient environment.
• Multi-specialty scheduling agility: Proven success managing complex, high-volume appointment matrices; experience with specialized scheduling (e.g., Infusion, Oncology, or Neurology) is highly advantageous.
• Elite adaptability & problem-solving: A resilient professional who can effortlessly switch between different medical specialties and handle sudden, last-minute calendar changes with composure.
• Exceptional communication & empathy: Superior interpersonal skills necessary to interact compassionately with patients navigating high-acuity illnesses (such as cancer or neurological disorders).
• Technical system competency: High proficiency in navigating Electronic Health Record (EHR) platforms and advanced multi-provider scheduling modules.

Benefits

Life at Ascension: Where purpose meets opportunity

Ascension is a leading nonprofit Catholic health system with a culture and associate experience grounded in service, growth, care and connection. We empower our 97,000+ associates to bring their skills and expertise every day to reimagining healthcare, together. Recognized as one of the Best 150+ Places to Work in Healthcare and a Military-Friendly Gold Employer, you’ll find an inclusive and supportive environment where your contributions truly matter.

Benefits that help you thrive

• Comprehensive health coverage: medical, dental, vision, prescription coverage and HSA/FSA options
• Financial security & retirement: employer-matched 403(b), planning and hardship resources, disability and life insurance
• Time to recharge: pro-rated paid time off (PTO) and holidays
• Career growth: Ascension-paid tuition (Vocare), reimbursement, ongoing professional development and online learning
• Emotional well-being: Employee Assistance Program, counseling and peer support, spiritual care and stress management resources
• Family support: parental leave, adoption assistance and family benefits
• Other benefits: optional legal and pet insurance, transportation savings and more