Administrative Assistant III

University of California, San Francisco; San Francisco (CA); On-site; USD 56,000 - 80,000; Full time

Job summary

OBIC is a busy specialty clinic providing buprenorphine treatment and related services. The Administrative Assistant III is the first point of contact for patients, visitors and referrals, coordinating scheduling, patient flow, and records to ensure a smooth patient experience.

Under the Clinical Director, duties include Epic Hyperspace tasks, data entry, ordering supplies, filing, and occasional UTOX testing, with opportunities to contribute to division-wide projects.

Qualifications

• High School graduate with at least three years of related administrative or research experience in a large university, teaching institution or health care environment.
• Ability to speak, read, and write in English and Spanish.
• Accurate work with fast pace; strong analytical and prioritization skills.
• Typing speed of 50 wpm (net) using word processing software.
• Current Epic Hyperspace user with access credentials.
• Experience in a fast-paced clinical environment with multitasking.

Responsibilities

• Greet patients, visitors, and referral sources in a professional, welcoming and respectful manner.
• Schedule, reschedule, and confirm patient appointments using Epic Hyperspace.
• Submit Timely Access reports through Epic Hyperspace and manage patient flow.
• Notify clinicians when patients arrive or move between care areas.
• Maintain accurate and confidential patient records per policy.
• Support ordering supplies, data entry, medical records, filing and faxing.
• Conduct occasional UTOX testing and assist with division-wide projects.

Skills

Bilingual English/Spanish

Analytical skills

Excellent communication

Organizational skills

Ability to multitask

Professionalism

Education

High School diploma

Tools

Epic Hyperspace

MS Office

Job description

Job Description

OBIC is a specialty medical clinic providing office-based buprenorphine treatment to individuals seeking recovery from opioid use disorder as well as offering support and treatment options for other substance use disorders, such as alcohol use disorder and stimulant use disorder. Our mission is to provide compassionate, evidence-based care to a diverse patient population, many of whom face significant social, economic, and housing challenges.

The Administrative Assistant serves as the first point of contact for all patients, visitors, and referral sources and plays a critical role in shaping the patient experience. This position requires a highly organized, patient-centered individual who can maintain professionalism, compassion, and composure in a fast-paced clinical environment. Given the unique nature of our patient population, successful candidates must demonstrate patience, empathy, strong interpersonal skills, and the ability to effectively manage challenging situations while maintaining a safe and welcoming environment. This role combines front-desk reception, patient coordination, clinic administration, operational support responsibilities and is essential to the daily functioning of the clinic. Serve as the primary point of contact for patients, visitors, referral sources, and community partners. Greet patients in a professional, welcoming, and respectful manner that promotes dignity and inclusion. Schedule, reschedule, and confirm patient appointments using Epic Hyperspace. Submit Timely Access reports through Epic Hyperspace. Manage patient flow throughout the clinic, communicate patient locations and movement to clinical staff. Notify clinicians promptly when patients arrive, move between care areas, or leave the clinic. Maintain accurate and confidential patient records in accordance with organizational and regulatory requirements. Foster a safe, supportive, and non-judgmental environment for all patients through the use of trauma-informed and patient-centered approaches. Serve as the initial point of contact for patient concerns and assist in resolving issues appropriately. Maintain communication with referral sources and assist with patient intake and coordination activities. OBIC is a busy clinic with high client numbers, so the Administrative Assistant III will need to be extremely self-sufficient and be able to maintain accurate and efficient performance as they are the sole Admin Assistant for OBIC. Under the supervision of the Clinical Director, the Administrative Assistant III will be responsible for scheduling client appointments through Epic Hyperspace, submitting Timely Access Reports through Epic Hyperspace, assist with ordering supplies, data entry, medical records, filing, faxing and conduct occasional UTOX testing for clients. Incumbent will also assist with larger division wide projects.

Qualifications

• High School graduate and at least three years of related research/administrative experience in a large university, teaching institution or health care environment, or an equivalent combination of education and experience
• Ability to speak, read, and write in both English and Spanish.
• Work with accuracy in a fast-paced environment; possess strong analytical skills and the ability to prioritize amongst multiple demands.
• Ability to type 50wpm (net) using work processing software.
• Be a current Epic Hyperspace user with current access and log in credentials.
• Experience working in a fast-paced clinical environment requiring frequent multitasking and prioritization.
• Strong analytical and problem-solving skills.
• Proficient use of word processing skills, using standard PC software (MS Office) for word processing, spreadsheets, and database management
• Excellent oral, written and telephone communication skills. Experience with voice-mail and e-mail systems
• Strong interpersonal skills. Experience working with populations that are diverse in gender, sexual orientation and ethnicity
• Demonstrated good organizational abilities. Ability to set priorities, work well under pressure, meet deadlines and work independently
• Ability to maintain productivity while functioning independently
• Demonstrated excellent attendance and reliability
• Successful completion of all required background screening processes.
• A preliminary job offer and assignment may be extended pending successful background clearance.

Preferred Qualifications

• Qualifications that an ideal candidate would possess, but are not minimally required for a candidate to be considered for the position.
• Prior UC experience or be a current UC employee
• Prior experience within a university or academic healthcare system.
• Prior experience working in substance use treatment, behavioral health, addiction medicine, community health, or other safety-net healthcare settings.
• Formal training in crisis intervention, conflict resolution, trauma-informed care, or de-escalation techniques