Administrative Assistant

Nova Supports; Ogden (UT); On-site; USD 25,000 - 29,000; Full time

Job summary

Nova Supports in Ogden is seeking an administrative assistant to support daily operations of the clinic and pool. The role runs 12pm–8pm, Monday through Friday, and requires strong organizational and communication skills.

You will drive clients as needed, assist clinicians and clients, and help maintain a calm, efficient work environment. The ideal candidate has 1–2 years of administrative experience, a high school diploma, and proficiency in Microsoft Office, including Excel, Planner, Teams,

Qualifications

• High school diploma required.
• 1–2 years experience as an administrative assistant, secretary or receptionist preferred.
• Strong organizational, communication, and time-management skills.
• Proven ability to work in a fast-paced, ever-changing environment.
• Positive, high-energy attitude.
• Familiarity with office equipment (printers, fax, projectors).
• Proficiency in Microsoft Office (Excel, Planner, Teams, PowerPoint) and Passage Health.

Responsibilities

• Field inbound communications - answer phone calls and general email inquiries and route to the appropriate internal parties.
• Coordinate scheduling with the clinical care team, including transportation for clients and clinic activity schedules.
• Organize internal resources and maintain files and office supplies.
• Maintain confidentiality and uphold HIPAA regulations.
• Liaise with visitors as the first point of contact in the clinic.
• Communicate policies and procedures to employees.
• Oversee building and vehicle maintenance - ensure regular servicing and cleaning schedules.
• Facilitate executive-level operations - book travel, submit expenses, and support high-level staff communications.

Skills

Organizational skills

Communication

Time management

Multitasking

Customer service

Driving to sessions

Education

High school diploma

Tools

Microsoft Office

MS Excel

Planner

Teams

PowerPoint

Passage Health

Job description

Nova Supports is looking for an administrative assistant to join our team in our Ogden clinic. This person will work to support the daily operations of the clinic and the pool. Hours: 12pm-8pm Monday-Friday

The ideal candidate is a positive and motivated individual that will represent Nova's core values of competent and compassionate care to the community. This person must have exceptional organizational and multitasking skills, a strong attention to detail, be unafraid to jump in and help clinicians and clients, stay calm in an ever-changing environment, and have the ability to communicate effectively in both written and verbal communications.

Responsibilities:

• Field inbound communications - Answer phone calls/general email inquiries and route to the appropriate internal parties as needed.
• Coordinate scheduling - Work with the clinical care team to set up schedules; this includestransportation for clients, clinic activity schedule, pool class schedules, and clinician/client sessions(including handling call-outs to help fill shifts).
• Organize internal resources - Build out and maintain processes to keep files and office supplies organized and easily accessible.
• Maintain Confidentiality- Must know and uphold HIPPA regulations
• Liaise with visitors - Act as point person for clinic guests. You are the first person people meet/interact with in the clinic. Kindness, competency, and professionalism is expected.
• Communicate policies and procedures - Alert employees of new processes, rules and regulations.
• Building and vehicle maintenance - making sure the vehicles and pool are regularly serviced, and the clinic has a good maintenance and cleaning schedule.
• Facilitate executive-level operations - Book travel, submit expense reports and send communications for high-level staff as needed.

Requirements:

• Able and WILLING to drive clients to and from sessions and on various outings. Must be 21 years of age and have a good driving record to drive a company vehicle.
• High school diploma
• 1-2 years experience as an administrative assistant, secretary or receptionist preferred
• Strong organizational, communication, and time-management skills
• Proven ability to work in a fast-paced, ever-changing environment
• Positive, high-energy attitude
• Resourcefulness, creativity, and problem-solving skill set
• Familiarity with office equipment (i.e. printers, fax machines, projectors)
• Proficiency in Microsoft Office (especially MS Excel, Planner, Teams, and PowerPoint) and Passage Health

Compensation: $18-21/hour

Nova Supports is a human services organization dedicated to providing competent and compassionate care to individuals with Autism Spectrum Disorder. Our goal is to create a care plan and environment for our clients that gives them "space to thrive!"