Administrative Assistant, Patient Scheduler

Administrative Assistant, Patient Scheduler 1499235

• Hourly pay: $35/hr
• Worksite:
  Leading university (Stanford, CA 94305 - Onsite)
• W2 Employment,
  Group Medical, Dental, Vision, Life,
  Retirement Savings Program,
  PSL
• 20 hours/week, 6 Month Assignment

A leading university is seeking an Administrative Assistant, Patient Scheduler to support daily operations within a Clinical Research Unit. This role serves as a key point of contact for research participants, study teams, and clinical staff while coordinating patient scheduling, managing communications, supporting participant hospitality, and maintaining efficient clinic operations in a research environment.

Administrative Assistant, Patient Scheduler Responsibilities:

• Coordinate and schedule participant appointments across multiple active clinical research studies, welcome and check in participants, and ensure accurate scheduling and visit management.
• Answer and manage incoming phone calls, respond to basic inquiries, and accurately triage requests to appropriate study teams, nurses, clinical staff, or leadership.
• Support participant hospitality by preparing, organizing, and serving lunches, snacks, and refreshments during study visits while ensuring a positive participant experience.
• Assist with clinic operations by resetting, tidying, organizing, and restocking clinic rooms between visits to maintain a clean, efficient, and welcoming environment.
• Provide administrative and operational support to multiple research teams while maintaining HIPAA compliance, protecting confidential participant information, and assisting with additional tasks as needed.

Administrative Assistant, Patient Scheduler

Qualifications:

• 2+ years of experience in administrative support, medical front desk, scheduling, customer service, or a related role.
• Experience in a healthcare, clinical research, medical office, or university environment is preferred.
• Strong interpersonal and customer service skills with the ability to interact professionally with participants, clinical staff, and research teams.
• Experience managing phone systems, scheduling appointments, and routing inquiries accurately.
• Understanding of HIPAA regulations and patient confidentiality practices, or willingness to learn.
• Ability to multitask and transition effectively between administrative, operational, and participant-facing responsibilities.
• Ability to work effectively with diverse teams and personalities in a fast-paced clinical environment.
• Strong written and verbal communication skills.

Shift:

• 20-hour shift per week role, but occasional shifts of up to 40 hours per week, depending on needs.