Administrative Assistant - Waltham, MA

IVI America; Waltham (MA); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance Opti

Paid Time Off & Paid Holidays

Company‑Paid Life Insurance, Long‑Term

Flexible Spending Accounts

Employee Assistance Program

401(k) Retirement Plan

Tuition Reimbursement

Job summary

Everleap Fertility in Waltham, MA is seeking an Administrative Assistant to support physicians, advanced practitioners, and the fertility team. In this full-time role you will manage schedules, coordinate patient care, and handle insurance referrals and prior authorizations.

You will prepare patient charts, communicate across departments, and adapt to the clinic's needs. Everleap Fertility offers a comprehensive benefits package for employees working 30 hours per week, including medical, dental,

Qualifications

• Demonstrates strong organizational abilities and multitasking.
• Excellent communication across departments and teams.
• Comfortable navigating healthcare administrative processes.

Responsibilities

• Manages clinical, research, education, and non-clinical schedules for physicians and practitioner team.
• Coordinates care for patients—schedules appointments within Everleap Fertility and with outside facilities.
• Educates patients on insurance requirements and tracks referrals and prior authorizations.
• Obtains prior authorization for procedures scheduled at outside facilities.
• Prepares patient charts for appointments with physicians.
• Communicates clearly with all departments and adapts to clinic needs.
• Maintains organized records and supports administrative operations.

Skills

Scheduling coordination

Interdisciplinary communication

Organizational skills

Customer service

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant - Waltham, MA

Full Time Regular Waltham, MA, US

3 days ago Requisition ID: 2384

Salary Range: $23.00 To $25.00 Hourly

Administrative Assistant

Summary

The Administrative Assistant oversees and supports physicians, advanced practitioners, and administrative operations of a fertility practice.

Essential Duties and Responsibilities

• Manages clinical, research, education, and non‑clinical schedules for physicians and advanced practitioner team.
• Coordinates care for patients—schedules appointments both within Everleap Fertility and at outside facilities.
• Educates patients on requirements of their insurance plans and tracks receipt of referrals and prior authorizations.
• Obtains prior authorization for procedures scheduled at outside facilities.
• Responsible for administrative preparation of patient charts prior to appointments with physicians.
• Communicates clearly and effectively with all departments.
• Adapts to meet the needs of the clinic.

Other Skills and Abilities

• Demonstrates ability to adapt, innovate, and communicate clearly with interdisciplinary teams.
• Utilizes problem‑solving and decision‑making skills.
• Highly organized—able to prioritize and execute.

Built on the legacy of RMA, Boston IVF, Conceptions, and six other leading North American fertility practices, Everleap Fertility brings together more than 200 physicians and embryologists across 60+ locations, including 25 IVF laboratories. Together, we have helped hundreds of thousands of patients build families and have helped shape reproductive medicine for more than 40 years.

Everleap Fertility’s national scale and collective knowledge are focused on the next leap forward in reproductive medicine through ever‑advancing standards across our locations, ever‑more personalized treatment delivered by expert local teams, and ever‑better experiences for every person who comes to us for care.

Everleap Fertility is part of IVI Institute, the global leader in reproductive medicine, a global community working together to advance the field. Our shared scientific knowledge and clinical expertise help accelerate innovation, raise standards, and bring advances in reproductive medicine into patient care.

Everleap Fertility offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week:

• Medical, Dental, Vision Insurance Options
• Paid Time Off & Paid Holidays
• Company‑Paid Life Insurance, Long‑Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• 401(k) Retirement Plan
• Tuition Reimbursement

EEO Statement

Everleap Fertility is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind. Everleap Fertility is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Everleap Fertility are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Everleap Fertility will not tolerate discrimination or harassment based on any of these characteristics. Everleap Fertility encourages applicants of all ages.

Administrative Assistant

Summary

The Administrative Assistant oversees and supports physicians, advanced practitioners, and administrative operations of a fertility practice.

Essential Duties and Responsibilities

• Manages clinical, research, education, and non‑clinical schedules for physicians and advanced practitioner team.
• Coordinates care for patients—schedules appointments both within Everleap Fertility and at outside facilities.
• Educates patients on requirements of their insurance plans and tracks receipt of referrals and prior authorizations.
• Obtains prior authorization for procedures scheduled at outside facilities.
• Responsible for administrative preparation of patient charts prior to appointments with physicians.
• Communicates clearly and effectively with all departments.
• Adapts to meet the needs of the clinic.

Other Skills and Abilities

• Demonstrates ability to adapt, innovate, and communicate clearly with interdisciplinary teams.
• Utilizes problem‑solving and decision‑making skills.
• Highly organized—able to prioritize and execute.

About Everleap Fertility

Built on the legacy of RMA, Boston IVF, Conceptions, and six other leading North American fertility practices, Everleap Fertility brings together more than 200 physicians and embryologists across 60+ locations, including 25 IVF laboratories. Together, we have helped hundreds of thousands of patients build families and have helped shape reproductive medicine for more than 40 years.

Everleap Fertility’s national scale and collective knowledge are focused on the next leap forward in reproductive medicine through ever‑advancing standards across our locations, ever‑more personalized treatment delivered by expert local teams, and ever‑better experiences for every person who comes to us for care.

Everleap Fertility is part of IVI Institute, the global leader in reproductive medicine, a global community working together to advance the field. Our shared scientific knowledge and clinical expertise help accelerate innovation, raise standards, and bring advances in reproductive medicine into patient care.

Everleap Fertility offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week:

• Medical, Dental, Vision Insurance Options
• Paid Time Off & Paid Holidays
• Company‑Paid Life Insurance, Long‑Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• 401(k) Retirement Plan
• Tuition Reimbursement

EEO Statement

Everleap Fertility is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind. Everleap Fertility is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Everleap Fertility are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Everleap Fertility will not tolerate discrimination or harassment based on any of these characteristics. Everleap Fertility encourages applicants of all ages.

Schedule: Monday–Friday, 9:00 AM–5:00 PM (hours may vary)