Job Title: Administrative Assistant

Job Description

Provide high-level administrative support to directors, managers, supervisors, and AMDs, focusing on calendar management, meeting coordination, and general administrative tasks. Support the production of daily reports using data and dashboards to assist in clinical and operational decision-making. Act as building support for the health center, managing work orders, safety plans, space surveys, and equipment inventories.

Responsibilities

• Track and manage site-specific service tickets, ensuring timely follow-up and escalating unresolved tasks.
• Submit and process orders for supplies, purchase requests, and invoices through Coupa.
• Handle incoming and outgoing mail, including registered and certified correspondence.
• Serve as liaison between staff and other sites on operational, programmatic, and administrative matters.
• Create and adjust provider appointment templates following protocols.
• Understand clinical workflows to support accurate scheduling.
• Assist in maintaining accurate reporting and alignment with productivity and access goals.
• Track staff attendance and communicate last-minute coverage needs.
• Attend meetings, prepare agendas and minutes, and assist with reports and correspondence.
• Review and preliminarily process employee timecards and leave requests in Paycom.
• Support annual reviews, onboarding processes, and peer review documentation.
• Schedule and support logistics for internal programs and meetings.
• Maintain organized documentation systems for reports, presentations, and workflows.
• Serve as primary administrative contact for staff, fostering relationships with site leadership.
• Maintain confidentiality and ensure compliance with HIPAA and privacy policies.
• Provide feedback and updates to site leadership, contributing to operational awareness.
• Complete other tasks as assigned to support clinic efficiency.

Essential Skills

• Strong administrative and organizational skills.
• Healthcare experience.
• Proficiency in Microsoft Office.
• Project management and coordination skills.
• Excellent interpersonal and communication skills.
• Ability to work independently and prioritize tasks effectively.

Additional Skills & Qualifications

• Healthcare experience.
• Detail-oriented with problem-solving capabilities.
• Flexible with a proactive attitude.
• Ability to present information effectively.
• Comfortable with basic math calculations.
• Cultural sensitivity and ability to work with diverse backgrounds.

Why Work Here?

This role offers a great opportunity to work with a reputable health center, providing a chance to grow in a supportive and dynamic environment.

Work Environment

This position requires onsite work from Monday to Friday, 8am to 5pm, with potential travel to several sites including San Pablo, Richmond, Pinole, Oakland, and Berkeley as needed.