Administrative Assistant - Wellness Center

Job DetailsJob Location: 5208 - Oklahoma City, OK 73127Position Type: Full TimeTravel Percentage: NoneJob Shift: DayOklahoma City Indian Clinic (OKCIC) is a non-profit corporation that provides culturally sensitive health care to the American Indian population. OKCIC services not only include basic medical care, but also dental, optometry, behavioral health services, fitness, nutrition and other family programs. Our mission is to provide excellent healthcare to American Indians. We do this by putting people first, providing quality services, and maintaining our Integrity and Professionalism. We are looking to add compassionate team players to our growing team as we continue to work toward our goal of becoming the national model for American Indian Health Care. The Oklahoma City Indian Clinic (OKCIC) is seeking a detail-oriented and customer-focused Administrative Assistant to support our Wellness Center. This role plays an important part in the Center’s daily operations by coordinating appointments, managing front-desk and membership services, maintaining accurate records, and supporting Wellness Center programs and activities. The ideal candidate will have strong organizational and communication skills, a commitment to excellent customer service, and the ability to work effectively with patients, members, staff, and community partners while supporting OKCIC’s mission to serve our Native American community. The position will work a schedule of either 9:00 a.m. to 6:00 p.m. or 10:00 a.m. to 7:00 p.m. Applicants claiming Indian Preference must complete the full application and must provide documentation verifying eligibility (such as a tribal enrollment card or Certificate of Degree of Indian Blood (CDIB)). Job duties include, but are not limited to: Provides professional, welcoming, and customer-focused front-desk support to patients, members, families, visitors, and staff. Greets patients, verifies registration information, creates Wellness Center memberships, and supports a positive and professional environment. Schedules, reschedules, checks in, checks out, and cancels Wellness Center and Medical Fitness Program appointments. Monitors appointment availability and proactively schedules patients to promote timely access and efficient use of staff schedules. Processes patient referrals and coordinates with referring providers and patients to facilitate appropriate services and appointments. Communicates with patients by phone, mail, and email regarding appointments, reminders, cancellations, and no-show follow-up. Updates patient demographic and contact information as needed. Accurately documents patient encounters, referrals, appointments, and other relevant information in the EHR/RPMS while maintaining the confidentiality, security, and integrity of patient information. Maintains Wellness Center and Medical Fitness Program databases, tracking systems, spreadsheets, and reports. Accurately enters and tracks participation, referral, attendance, and program outcome data. Uses Microsoft Word, Excel, and other applicable software to create reports, tracking tools, correspondence, and materials supporting Wellness Center programs, activities, and outreach. Performs general administrative and clerical duties, including maintaining electronic and paper files, scanning and organizing documents, preparing correspondence and reports, managing phone calls and messages, and maintaining office supplies. Provides information about Wellness Center programs and services and connects patients with appropriate internal and external resources, including HPDP, Public Health, Behavioral Health, and Medical Services. Supports Wellness Center programs, community outreach activities, health and wellness events, and other departmental initiatives. May assist with HPDP programs and events as needed and directed. Monitors office and program supply needs and communicates equipment or maintenance concerns to appropriate personnel. Maintains compliance with organizational policies, procedures, confidentiality requirements, and applicable regulatory and accrediting standards. Participates in staff meetings, training, conferences, and committees as assigned and maintains appropriate records and reports. Maintains current knowledge and skills through training, professional development, and use of appropriate internal and external resources. Performs other duties as assigned by the Wellness Center Director. The Oklahoma City Indian Clinic is a non-profit organization and not a federal employer. Indian preference hiring laws apply. The Clinic is a 501(c)(3) non-profit corporation and an Equal Employment Opportunity (EEO) employer. The Clinic adheres to all applicable laws prohibiting discrimination in employment, including protections based on race, color, sex, national origin, age, disability, religion, veteran status, and other characteristics as required by federal, state, or local law. Qualifications Must align with OKCIC Vision, Mission, and Core values Minimum of two (2) years of administrative, clerical, front-desk, or related office experience required. Proficiency in Microsoft Word and Excel required. Experience with appointment scheduling, customer or patient registration, membership management, or program coordination preferred. Experience in a fitness center, gym, wellness center, healthcare, recreation, community health, or other customer-focused environment preferred.