Administrative Assistant

Description

Job Title: Administrative Assistant

Department: Clinical

Reports to: Associate Medical Director

FLSA Status: Non-Exempt

Prepared by: Human Resources

Last Modified: 08/29/2017, 08/06/2025, 02/11/2026

Job Summary

The Administrative Assistant provides essential administrative and clerical support to the Associate Medical Director. This role ensures the efficient operation of non-clinical activities and supports internal processes across multiple departments in a clinical setting. The ideal candidate is highly organized, detail-oriented, and capable of handling multiple responsibilities in a fast-paced environment.

General Accountabilities

• Provide high-level administrative support to the Associate Medical Director.
• Coordinate onboarding processes for student interns and clinical rotation participants, including background checks and required documentation.
• Support fundraising initiatives and community outreach efforts, including health fairs and mobile outreach events.
• Assist with employee engagement activities and organizational communications, including surveys, drills, and internal initiatives.
• Manage office and clinic supply inventory, including ordering, distribution, and maintaining organized storage areas.
• Handle incoming and outgoing mail, and coordinate weekly batch deliveries across all clinic sites.
• Provide support in calendar scheduling and document organization, scanning, and filing.
• Assist with vendor coordination and supply procurement to ensure cost-effective purchasing and adequate inventory levels.
• Support compliance, risk management, and emergency preparedness activities, including maintaining files and assisting with audits or assessments.
• Assist in tracking and documenting patient grievances and satisfaction metrics, as directed.
• Provide administrative support across departments and special projects as needed.
• Travel between clinic sites and outreach locations as required; valid California driver’s license and reliable transportation may be necessary.
• Perform other duties as assigned by leadership.

Requirements

Qualifications

• High school diploma or equivalent required. Bachelor’s degree preferred. A combination of 2–3 years of relevant education and experience may substitute for a degree.
• 1–3 years of experience in an administrative or clerical role. Experience in a healthcare setting and familiarity with credentialing is preferred.
• Proficiency with Google Workspace applications.

Skills

• Excellent verbal and written communication skills.
• Strong judgment and critical thinking abilities.
• Effective time management and ability to prioritize tasks.
• High attention to detail and accuracy.
• Familiarity with EMR systems and medical terminology is a plus.
• Ability to remain calm and adaptable under pressure.
• Professional and courteous demeanor with strong interpersonal skills.
• Ability to work with individuals from diverse backgrounds.
• Maintains confidentiality and complies with HIPAA and all relevant regulations.
• Collaborative and team-oriented with a positive attitude.
• Comfortable working independently and in a clinical setting.

Skills: Language

• Bilingual-English/Spanish

Physical Requirement

• Physical effort which may include occasional light lifting to a 25 pound limit, and some bending, stooping or squatting.  Considerable walking may be involved. The ability to sit or stand for extended periods of time is required.
• Flexibility to work in multiple locations throughout the week.  
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee may be required to travel to all UCHC facilities as needed.
• Occasionally required to sit and walk.
• Finger dexterity required.
• Hand coordination required.
• Specific vision abilities required for this job include: close vision, distance vision, ability to adjust or focus.

Work Environment

• Exposure to adverse conditions.
• Exposure to extreme heat.
• Exposure to extreme cold.
• Exposure to wet and/or humid conditions.
• Exposure to moving mechanical parts.
• Exposure to high, precarious places.