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About the role

The Administrative Assistant serves as the first point of contact for all patients, visitors, and referral sources and plays a critical role in shaping the patient experience. This position requires a highly organized, patient-centered individual who can maintain professionalism, compassion, and composure in a fast-paced clinical environment.

Responsibilities

• Serve as the primary point of contact for patients, visitors, referral sources, and community partners.
  • Greet patients in a professional, welcoming, and respectful manner that promotes dignity and inclusion.
  • Schedule, reschedule, and confirm patient appointments using Epic Hyperspace.
  • Submit Timely Access reports through Epic Hyperspace.
  • Manage patient flow throughout the clinic and communicate patient locations and movement to clinical staff.
  • Notify clinicians promptly when patients arrive, move between care areas, or leave the clinic.
  • Maintain accurate and confidential patient records in accordance with organizational and regulatory requirements.
  • Foster a safe, supportive, and non-judgmental environment for all patients through the use of trauma-informed patient-centered approaches.
  • Serve as the initial point of contact for patient concerns and assist in resolving issues appropriately.
  • Maintain communication with referral sources and assist with patient intake and coordination activities.

Qualifications

• High School graduate and at least three years of related research/administrative experience in a large university, teaching institution, or health care environment, or an equivalent combination of education and experience.
• Proficient use of word processing skills, using standard PC software (MS Office) for word processing, spreadsheets, and database management.
• Excellent oral, written, and telephone communications skills.
• Experience with voice-mail and email systems.
• Strong interpersonal skills.
• Experience working with populations that are diverse in gender, sexual orientation, and ethnicity.
• Demonstrated good organizational abilities.
• Ability to set priorities, work well under pressure, meet deadlines, and work independently.
• Demonstrated excellent attendance and reliability.
• Successful completion of all required background screening processes.
• Preliminary job offer and assignment may be extended pending successful background clearance.

Preferred Qualifications

• Ability to speak, read, and write Spanish.
• Work with accuracy in a fast-paced environment; possess strong analytical skills and the ability to prioritize amongst multiple demands.
• Prior UC experience.
• Ability to type 50 wpm (net) using work processing software.
• Previous experience using Epic Hyperspace strongly preferred.
• Prior experience working in substance use treatment, behavioral health, addiction medicine, community health, or other safety-net healthcare settings.
• Formal training in crisis intervention, conflict resolution, trauma-informed care, or de-escalation techniques.
• Ability to speak, read, and write Spanish.
• Experience working in a fast-paced clinical environment requiring frequent multitasking and prioritization.
• Prior experience within a university or academic healthcare system.
• Typing speed of 50 words per minute or greater.
• Strong analytical and problem-solving skills.

Benefits

OBIC offers a comprehensive benefits package that includes health insurance, dental insurance, vision insurance, paid time off, and more. We also provide opportunities for professional development and growth within the organization.

Pay

The pay range for this position is $30,000 - $40,000 annually, commensurate with experience.

Schedule

The Administrative Assistant works Monday through Friday, from 10:30 AM to 4 PM during the day clinic and from 4 PM to 7 PM during the evening clinic.