Administrative Assistant

Talentify; Emeryville (CA); On-site; USD 50,000 - 55,000; Part time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan – Pre-tax and R

Life Insurance (Voluntary Life & AD&D)

Short and long-term disability

Health Spending Account (HSA)

Transportation benefits

Employee Assistance Program

Time Off/Leave (PTO, Vacation or Sick)

Job summary

Aston Carter is seeking a Contract Office Administrator in Emeryville, CA to maintain donor charts and support appointment scheduling. You will interact with donors and clinicians, manage paperwork, and handle general office tasks in a medical setting.

Ideal candidates have healthcare-related education, clerical experience, and strong organizational and communication skills. This is a fully onsite role with benefits and an emphasis on privacy and professional conduct.

Qualifications

• Diploma or Associate Degree in Healthcare or equivalent clerical experience.
• Minimum of 2 years of clerical experience; medical setting preferred.
• Familiarity with EMR and donor management systems is an asset.
• Proficiency with Google Suite and Excel preferred.
• Strong interpersonal and customer service skills are essential.

Responsibilities

• Manage donor appointment scheduling and enter data into donor management system.
• Assemble and file donor charts and related paperwork.
• Interact with donors by phone, email, and in person to schedule and remind appointments.
• Order and maintain office supplies and ensure a clean, professional donor center environment.

Skills

Google Suite proficiency

Interpersonal skills

Time management

Organizational skills

Communication skills

Education

Diploma or Associate Degree in Healthcare or equivalent 3 years clerical experience

Tools

Electronic Medical Records (EMR)

Donor Management System

Google Suite

Excel

Microsoft Word

Job description

Our Assistant will be responsible for maintaining orderly clinical documentation and will play a key role in facilitating donor interactions. This may include organizing donor/patient charts, filing, and interacting with donors via phone, email, and in-person during clinic appointments. Attention to detail and good interpersonal skills are requirements for this role. Applicants should have familiarity with Google Suite, Microsoft Word, Excel, and have the ability to work in clinical management and inventory management systems. Familiarity with Electronic Medical Record or Donor Management systems is

an asset.

Donation Appointment Preparation

• Manage appointment scheduling module on website
• Enter appointments and donor data into the donor management system
• Gather charts for upcoming donation appointments
• Print appropriate forms and labels for donations
• Complete paperwork with appropriate donation information
• Interact with donors to schedule, prepare, and remind them of appointments

Complete donation charts

• Scan post donation charts into the donor database
• Organize forms and paperwork within donor charts
• File charts

Facilitate New Donors

• Monitor Website for new donor appointments
• Create profiles in the donor management system
• Interact with prospective donors in a positive and professional manner

Perform additional Office Management duties for the business including but not limited to

• Ordering and maintaining office supplies
• Ordering, monitoring, and maintaining donor snacks
• Maintaining a clean, orderly, professional donor center environment
• Ensuring and maintaining the well-being, safety, confidentiality, and privacy of all donors

during their participation in the donor program.

Qualifications

• Diploma or Associate Degree in Healthcare, or equivalent 3 years of clerical experience.
• Minimum of 2 years of clerical experience. Prior medical experience as a secretary in a hospital or clinic environment preferred. An understanding of the regulatory and privacyissues that pertain to patient and donor management is an asset.
• Familiarity with Electronic Medical Records and Production management software is preferred.
• Ability to manage multiple priorities enhanced by strong organizational, time management and problem-solving capabilities.
• Advanced administrative skills including proficiency using technology, software, and databases. Proficiency in Google Suite and Excel is preferred.
• Strong interpersonal and customer service skills are essential.

Personal Attributes

• Willingness to learn and assume new responsibilities.
• Strong interpersonal, communications (verbal and written; listening) and collaborative skills to build and maintain positive relationships with a variety of professional, technical and non-technical staff.
• Self-motivated and independent work ethic.
• Flexibility and willingness to adjust duties to fit the evolving needs of a vibrant, expanding organization.
• Ability to handle multiple tasks in a fast-paced environment.
• Exemplify values of trust, integrity, and ethics

Job Type & Location

This is a Contract position based out of Emeryville, CA.

Pay and Benefits

The pay range for this position is $36.00 - $40.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Emeryville,CA.

Application Deadline

This position is anticipated to close on Sep 4, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.