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Sonnenberg voice is now hiring
Administrative Assistant
remote, Part-time position

Join our team

REMOTE

Part-Time Virtual Administrative Assistant for Busy Medical Practice

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Sonnenberg Voice offers comprehensive voice care to the Chicagoland area and beyond. Our services include specialized, professional medical therapy services for voice and breathing disorders, rehabilitative singing voice lessons, voice care for the professional voice user, voice education, and professional speech and voice training. We provide high quality, expert care with good, consistent, reliable results. Currently, we have 3 practitioners who see patients 5-6 days/week. We are a private pay clinic and do not work with insurance. Our practice is a major referral source for both the medical and singing communities at the local, regional and national level.

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Administrative Assistant Job Responsibilities:
 

  • Providing administrative support to ensure efficient operation of office and clinical schedule

  • Handling all patient intake requirements and answering any questions they may have about treatment, billing, payment, etc.

  • Answering phone calls, emails, and texts, directing calls as required, and handling all queries

  • Keeping practitioner’s clinical schedule organized, creating appointments, and rescheduling appointments/event as needed

  • Keep track of waitlist patients for cancellations 

  • Monitor patient appointments and reach out if they need to schedule more 

  • Creating weekly/monthly reports for owner 

  • Maintaining EHR filing system for all patient documents

  • Creating invoices, superbills, and other billing documents as required

  • Requesting physician notes on medical patients prior to first appointment and as requested

  • Carrying out administrative duties such as filing, typing, copying, scanning, etc.

  • Exhibiting polite and professional communication via phone, e-mail, text, and mail.

  • Supporting clinical staff by performing tasks related to organization

  • Managing email and phone queries for clinical staff for public speaking requests and other professional activities

  • Perform other duties as necessary and as directed by the supervisor.

  • All duties to be performed virtually with possibility of in-person work at later date

  • Comply with HIPAA laws and regulations.

  • Provide a safe, welcoming space for all. 
     

Skills and Qualifications:​

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  • Customer service skills and telephone etiquette

  • Familiarity with medical practice and/or speech pathology practices preferred but not necessary

  • Strong computer, data entry, and office management skills

  • Excellent verbal and written communication skills

  • Empathy and compassion to give support to patients and singers

  • Attention to detail and problem-solving skills

  • ​Resourcefulness and strong problem-solving skills.

  • Strong organizational skills, self-initiative, and desire for ongoing learning.
     

Education and Experience Requirements:
 

  • High school diploma or equivalent education required

  • Previous administrative assistant experience 1-3 years

  • Previous experience in medical office preferred but not required

  • Knowledge of appropriate software including: Microsoft Word, Excel, Google Workspace,
    Powerpoint, EHR, and Adobe Acrobat

  • Valid driver’s license and Social Security number

 

Compensation and Benefits:
 

  • Starting hourly wage of $18-20/hr based on experience and level of education

  • This is a part-time, W2 employee status position

  • A minimum of 4-5 hours daily (M-F) required between the hours of
    9:00am-5:00pm (20-25 hours/week) / Can be flexible on morning or afternoon.

  • Virtual position now with potential for in person later, on-site work later if candidate resides in Illinois

  • Up to five (5) paid days during each one-year measurement period. Additional PTO benefits may be available depending on the employee's state of residence.

  • Assistance and support in acquiring specific office equipment related to audio/visual needs for telepractice/virtual setup.

 

How to apply for this position:
 

  • Please send an email to lori@sonnenbergvoice.com Include:

    • Documents that outline your experience and that you are the right person for this position - cover letter, resume/CV, online resources, etc. 

    • Three references with name, position/role, and contact information.

    • The thing that struck you most about this position and what got you excited about applying for it.

    • Include the words VA Administrator in the subject line.

  • We would like to fill this position by April 15, 2025. The deadline to apply is March 28, 2025.

  • Compensation will be negotiated during the interview process. The scope of the position, as mentioned above, will begin at 20-25 hours per week with the possibility to increase gradually as the practice and caseload grows. 

  • Applicants can expect to receive an initial email within 5 days of submission that their application and supportive materials have been received along with more information about the application process and what to expect. 
     

To learn more about Sonnenberg Voice, what we do, and the care, culture and space we strive to create for our valued patients and clients, please visit www.sonnenbergvoice.com and/or any of our social media platforms where you can read more about our services, vocal health education initiatives and favorite topics. 

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We can't wait to meet you!

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