Clinic Operations Administrative Assistant

Neighborhood Health Center is a non-profit organization local to Portland, OR serving underserved patients in the areas of primary care, internal medicine, dental services and more. Our patient-centered approach to care honors the unique needs and circumstances of each individual patient. NHC sees people, not problems, and recognizes that the time spent as a patient in a doctors office is only one factor in a persons overall health. Our leading edge, integrated clinical teams work in partnership with patients, their families, and the communities we serve to provide whole-person care, prevention, and ongoing support. NHC is an Equal Opportunity Employer. We celebrate differences in the workplace and do not discriminate in employment opportunities or practices on the basis of race, color, religion, gender (sex), national origin, age, veteran status, sexual orientation, gender identity, disability, genetic information or any other characteristic protected by law.

About the role

The Clinic Operations Administrative Assistant provides advanced administrative and operational support to the primary care and dental clinics. This position will report directly to the Senior Executive Assistant and provide support and accountability to the Director of Primary Care Operations, the Director of Dental Program Operations, and other operational leaders as assigned. The Clinic Operations Administrative Assistant is responsible for coordinating complex administrative, clinical, and operational activities, including calendar coordination, meeting minutes, Epic in-basket coverage planning, meal coordination, and project support, all while working under minimal supervision.

Responsibilities

• Provides advanced, day-to-day administrative and operational support.
• Responsible for scheduling meetings, soliciting and creating agendas and minutes, and collecting and distributing various reports for meetings, including action-item tracking and follow-up on deliverables to ensure accountability.
• Independently manage complex calendars and competing priorities for multiple leaders; proactively resolve scheduling conflicts.
• Epic In basket coverage planning and coordination to ensure operational continuity.
• Provider template creation and template change coordination, including validation to ensure accuracy and operational readiness.
• Respond to routine daily correspondence and non-routine communications requiring discretion and judgment.
• Meal coordination for meetings and logistical support for trainings, meetings, and operational workgroups.
• Drafts and edits correspondence as needed, including provider and clinic communications such as letters and operational updates.
• Completes projects and special assignments in a timely manner, as directed, independently managing timelines and escalating barriers early.
• Aids Clinic Managers as needed and supports cross-functional teams across Primary Care and Dental Operations.
• Coverage support as needed to ensure continuity of services.
• Maintain strict confidentiality and comply with HIPAA and organizational policies.
• Supports process improvements by gathering feedback, updating workflows, and documenting procedures.

Qualifications

• A high school diploma, or equivalent, is required.
• A minimum of two years of office administrative experience, including at least one year in healthcare, is required, preferably in a clinical or operational setting.
• Proficiency in office and administrative duties is required.
• Epic experience preferred.

Knowledge, Skills, Abilities & Behaviors

• Demonstrates professionalism, confidentiality, and helpfulness while in this role, including sound judgment when handling sensitive clinical and provider information.
• Positive attitude, strong organizational skills, and a commitment to exceeding expectations while managing multiple competing priorities independently.
• Excellent communicator, comfortable multi-tasking, and able to take initiative.
• Highly punctual and dependable.
• High level of accuracy and attention to detail.
• Ability to maintain discretion with sensitive or confidential information.
• Ability to work under the direction of multiple people while balancing competing operational demands.
• Intermediate or higher proficiency of MS Office Suite (Outlook, Word, Excel and PowerPoint) and Adobe Acrobat.
• Ability to effectively manage multiple tasks, sometimes with conflicting deadlines.
• Ability to work independently and within a team setting.
• Familiarity with video conferencing applications and software.
• Excellent grammar, spelling, and proofreading skills.
• Excellent written and verbal communication skills.
• Ability to work flexible hours occasionally as needed.

Work Conditions

• Regularly sit while working on the computer; use hands and fingers to handle, control or feel objects tools or controls; repeat the same movements when entering data; ability to differentiate between colors, shades, and brightness; read from a computer screen for extended periods of time.
• Frequently stand and walk around the office to gather supplies, required to do filing, use office equipment, or collaborate with employees.
• Occasionally stand, stoop and lift or move objects, equipment and supplies weighing approximately 20-25 pounds up to 40-50 pounds.
• The noise level in the work environment is usually moderate.

Neighborhood Health Center Employment Offers

Are contingent on successful completion of reference checks, background checks, drug screening for illegal substances, Tuberculosis, and any position-specific credentialing or licensure requirements.