Administrative Assistant - Clinical Services

Golden Gate Regional Center (GGRC); San Francisco (CA); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Medical and Dental benefits

Life, Disability, and Vision coverage

403(b) retirement account contribution

Generous vacation and sick days

Paid days for continuing education

Job summary

A public regional center in San Francisco is seeking an Administrative Assistant to support the Clinical Services Manager. Responsibilities include managing documentation, coordinating appeals, and providing administrative support across clinical operations. The ideal candidate should have a college education, related healthcare experience, and strong organizational skills. Benefits include medical/dental coverage, retirement contributions, and generous paid time off. This role is integral to ensuring effective administrative processes in a fast-paced environment.

Qualifications

• Ability to develop standard business communications using proper grammar, spelling, and punctuation.
• Ability to convey complex information and ideas clearly and professionally.
• Typing speed of 60 wpm.
• Ability to operate basic office equipment, including scanners and copiers.

Responsibilities

• Provide administrative support to the Manager, Clinical Services.
• Maintain and update files, databases, and records.
• Compose and prepare correspondence.
• Respond to internal and external inquiries.
• Compile documents for appeals and legal issues.
• Coordinate clinical service unit activities and staff schedules.

Skills

Creative Problem Solving

Customer Service Orientation

Organizational Skills

Time Management

Attention to Detail

Adaptability

Collaboration/Teamwork

Self-Direction

Initiative

Education

College education or equivalent

Relevant work experience in healthcare field preferred

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

Administrative Assistant – Clinical Services

Provide administrative support to the Manager, Clinical Services. Responsibilities include documentation management, appeals coordination, liaison roles, and general clinical service administration.

Responsibilities

• Provide administrative support within the department by taking initiative and carrying out projects on time within the delegated scope of authority.
• Establish, maintain, and update files, databases, records, and other documents; develop, maintain, and perform routine analyses and calculations of data for internal reports.
• Compose and prepare highly specialized correspondence.
• Serve as a liaison with other departments to resolve day‑to‑day administrative and operational problems.
• Respond to internal and external inquiries by phone, email, and in person and redirect as needed.
• Compile and prepare documents for appeals, state‑level fair hearings for eligibility, discussions with attorneys and judges, as well as other legal issues such as subpoenas for records and court‑ordered evaluations.
• Assist manager and staff in problem solving, project planning, and execution of stated goals and objectives.
• Attend meetings as assigned; prepare, edit, and distribute agendas and/or minutes of meetings.
• Schedule and coordinate meetings, events, appointments, and other activities for the supervisor.
• Maintain files and confidential material for the Director, Clinical Services.
• Coordinate clinical service unit activities and staff schedules.
• Perform assigned functions in processing documents for final approval.
• Collect information for data, compile reports in support of assigned projects and research activities.
• Gather background material to establish the need for further diagnostic genetic studies, check with Manager, Clinical Services for unusual requests, and have direct discussions with families and persons at risk.
• Coordinate authorization and payments for amniocentesis.
• Review and process requests for medical consent.
• Track completion of eligibility reports from clinical staff.
• Prepare and finalize specialized assessment medical and psychological reports when necessary.
• Prepare and maintain files for personnel supported by the Mortality Review Committee.
• Maintain and coordinate registration conferences for continuing education for staff, and make necessary travel arrangements.
• Assist other members of the Management Advisory Committee (MAC) as requested.
• Act as backup support to Executive Administrative Assistant and Administrative Assistant—Regional Center Services as needed.
• Participate in special projects and assist with additional duties or tasks as assigned.
• Maintain all client information as confidential in compliance with HIPAA and the California Lanterman Act.

Requirements

• Education/Experience
  • College education or equivalent.
  • Relevant work experience in healthcare field preferred.
• Competencies
  • Creative Problem Solving
  • Customer Service Orientation
  • Organizational Skills
  • Time Management
  • Attention to Detail
  • Adaptability
  • Collaboration/Teamwork
  • Self‑Direction
  • Initiative
• General Skills
  • Written communication: ability to develop standard business communications, using proper grammar, spelling and punctuation.
  • Oral communication: ability to convey complex information and ideas in a clear, concise and professional manner.
  • Ability to operate basic office equipment, including scanners, copiers, faxes, phones.
  • Intermediate knowledge of MS Word, MS Excel, MS PowerPoint, MS Outlook.
  • Ability to use internal records system.
  • Typing speed of 60 wpm.
  • Use of discretion and ability to maintain confidentiality.
• Desired Qualifications
  • Experience in multicultural settings and/or multilingual capacity.

Benefits

Medical and Dental benefits with generous employer contribution; additional employer‑paid Life, Disability and Vision coverage; 10% employer contribution to 403(b) retirement account; 13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education.

How to Apply

Submit your application and most recent résumé. Attach a cover letter if relevant. Applications are reviewed on a rolling basis.

Golden Gate Regional Center is an Equal Opportunity Employer.