Administrative Assistant

The Administrative Assistant supports the daily operations of the outpatient clinic by providing front-line administrative and patient support. This role is essential to creating a welcoming, organized, and efficient environment for patients, visitors, and clinical staff. The ideal candidate is detail-oriented, compassionate, and able to manage multiple priorities while maintaining a patient-centered approach.

Monday – Friday | 6:00 AM – 2:30 PM

• Front Desk & Lobby Support: Serve as the primary point of contact in the clinic lobby, greeting patients and visitors, providing assistance, and directing individuals appropriately.

• Lobby Cleanliness & Organization: Ensure the lobby and front desk areas remain clean, organized, and welcoming by tidying common spaces, wiping surfaces, disposing of trash, and maintaining a professional outpatient clinic environment throughout the day.

• Appointment Scheduling: Schedule and manage outpatient medical appointments, ensuring accurate documentation and system flags are entered for provider review.

• Patient Flow Coordination: Monitor patient wait times and communicate updates to patients, counselors, providers, and nursing staff to support efficient outpatient services.

• Staff Communication: Communicate important updates regarding AWOL patients, intakes, and clinic flow through internal systems.

• Phone & Inquiry Management: Answer incoming calls promptly and professionally, respond to patient inquiries, and route calls as appropriate.

• Patient Support Services: Prepare coffee daily for patients and manage ordering of coffee and lobby supplies to ensure availability.

• Transportation Assistance: Assist patients with obtaining monthly bus passes and coordinating approved Uber transportation when necessary.

• Administrative Tasks: Support ePaces documentation and distribute daily outpatient schedules for medical appointments and intakes.

• Patient Verification: Create patient identification badges, verify insurance information, and assist with lab-related questions.

• Visitor & Security Compliance: Ensure visitors follow clinic sign-in procedures with security upon arrival.

• Mail Processing: Receive, sort, and distribute incoming clinic mail.

• High school diploma or equivalent required; additional education in office administration or healthcare preferred

• Previous experience in an administrative or front desk role, preferably in an outpatient or healthcare setting

• Strong organizational and multitasking skills

• Excellent verbal and written communication skills

• Compassionate, patient-focused approach

• Proficiency in Microsoft Office Suite

• Ability to work effectively in a fast-paced, team-oriented outpatient environment