Administrative Coordinator

Spheremd-1; Portland (OR); Hybrid; USD 45,000 - 65,000; Full time

Job summary

SphereMD's Travel & Immunization Clinic of Portland is seeking an Administrative Coordinator to support daily clinic operations, patient care coordination, and administrative workflows across Portland and SphereMD HQ in Vancouver, WA. The role emphasizes excellent customer service, strong organizational skills, and a proactive work style to manage scheduling, billing, records, and cross-site collaboration.

The position involves working at two office locations and supporting clinical staff as

Qualifications

• 5+ years of administrative, office coordination, or healthcare office experience.
• Bachelor's degree preferred; if not, high school diploma with equivalent experience.
• Excellent written and verbal communication; MS Office fluency.

Responsibilities

• Answer phones and schedule appointments.
• Manage the online scheduling system.
• Check patients in and out and collect payments.
• Make periodic cash deposits and reconcile the till.
• Review examination packets for completeness.
• Provide administrative support to SphereMD HQ on Mondays and Fridays.
• Coordinate clinic workflows and maintain records.
• Support operational projects and other administrative duties as assigned.
• Collaborate with clinical staff to assist with vaccines inventory and chart review.

Skills

Customer service

Communication

Administrative & organizational skills

Multitasking

Initiative / self-starter

Attention to detail

MS Office (Outlook, Word, Excel)

Phone etiquette

Cross-location coordination

Reliability / adaptability

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

QuickBooks

Job description

Description

Primary Purpose: At the Travel & Immunization Clinic of Portland, we have been providing travelers with immunizations and pre-travel health care for over a decade. We love helping our patients get exactly what they need to stay healthy, and travel with confidence and peace of mind. In addition to travel needs, we also provide services for international deployment, DOT exams, VISA exams, and laboratory services.

Additional Duties: Because the Travel & Immunization Clinic operates Tuesday through Thursday, this position also supports SphereMD HQ on Mondays and Fridays from our downtown Vancouver, Washington office. Responsibilities include administrative, operational, and claims support functions. Candidates should be comfortable working at both office locations as part of their regular schedule.

Essential Duties and Responsibilities

The Administrative Coordinator is responsible for supporting all aspects of daily clinic operations, coordinating patient care and administrative workflows, and providing both scheduled and as-needed administrative support for the Travel & Immunization Clinic of Portland and SphereMD HQ.

Administrative & Operations (Essential)

• Answer phones and schedule appointments.
• Manage the online scheduling system.
• Check patients in and out and collect payments.
• Make periodic cash deposits and reconcile the till.
• Review examination packets for completeness.
• Provide administrative support to SphereMD HQ on Mondays, Fridays, and potential other days depending on clinic volume
• Coordinate clinic workflows.
• Maintain records and documentation.
• Support operational projects and other administrative duties as assigned.

Clinical Support (Preferred / As Needed)

Candidates with Medical Assistant experience may also assist with the following clinical duties as needed. These skills are preferred but are not required for consideration.

• Room patients.
• Draw blood.
• Administer vaccinations.
• Perform COVID-19 testing.
• Maintain vaccine inventory and supplies.
• Complete daily vaccine reconciliation.
• Review and transcribe lab values and vaccine history.
• Collaborate with providers and the clinical team.

Requirements

Must-Have Skills & Qualifications

• Exceptional customer service and interpersonal skills.
• Excellent written and verbal communication.
• Strong administrative and organizational abilities.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Self-starter who takes initiative and requires minimal direction.
• Strong attention to detail and accuracy.
• Excellent computer skills, including Microsoft Outlook, Word, Excel, and the ability to quickly learn new software.
• Professional phone etiquette.
• Reliable, adaptable, and comfortable working between two office locations.
• High school diploma or equivalent (Bachelor's degree preferred).
• 3–5+ years of administrative, office coordination, customer service, or healthcare office experience.

Nice-to-Have Qualifications.

• Certified or Registered Medical Assistant.
• Experience working in a clinical setting.
• Experience administering vaccinations.
• Phlebotomy experience.
• Experience with vaccine inventory and reconciliation.
• Familiarity with patient rooming and chart review.
• Experience reviewing lab values or immunization histories.
• Experience with DOT, travel medicine, occupational health, or similar specialties.

Minimum Experience Required

• To perform this job successfully, the following experience is required for the medical assistant/clinic coordinator:
• At least 5 years of experience in a clinical setting or heavy administrative background. Management experience is a plus.
• A Bachelor\'s degree is preferred, but at a minimum a high school diploma or its equivalent. An equivalent combination of education and/or experience will be considered.
• A professional level of verbal and written communication skills.
• Effective working knowledge of MS applications, adobe and QuickBooks.