Assistant Administrative Officer

jamestownhealingcampus.org/faq; Sequim (WA); On-site; USD 4,417,000 - 5,684,000; Full time

Job summary

Jamestown Healing Clinic in Sequim, WA is seeking an Assistant Administrative Officer to oversee daily administrative and operational functions that keep the clinic running efficiently. The role involves coordinating operations, supporting quality improvement initiatives, aiding regulatory compliance, and ensuring an excellent experience for patients and staff.

You will work with the Administrative Officer, clinic leadership, providers, and support staff to optimize workflows, manage projects,

Qualifications

• High school diploma or equivalent.
• Three (3) years of progressively responsible experience in healthcare operations, clinic administration, or a related healthcare setting.
• Knowledge of healthcare administrative operations, workflow coordination, and regulatory compliance.
• Ability to exercise sound judgment, initiative, discretion, and maintain confidentiality.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to travel locally as assigned and hold a valid Driver’s License.
• Must successfully pass a criminal background investigation.
• Working knowledge of Microsoft Office applications and electronic health record (EHR) software.
• Knowledge of HIPAA, 42 CFR Part 2, and confidentiality standards.

Responsibilities

• Coordinate the daily operations of the Healing Clinic in cooperation with the Administrative Officer.
• Monitor and coordinate operational projects to support efficiency and priorities.
• Assess clinic workflows and suggest improvements to enhance patient access and service delivery.
• Coordinate cross-department activities to support continuity of care.
• Assist with workflow improvements, initiatives, and special projects.
• Manage delegated responsibilities during the Administrative Officer’s absence.
• Develop and maintain administrative systems, records, and resources.
• Prepare reports, correspondence, presentations, and other documents.
• Coordinate meetings, agendas, minutes, and follow-up items.
• Update departmental policies, procedures, and workflows.
• Maintain department records and documentation.
• Coordinate inventory, purchasing, and supply management.
• Support facility operations and clinic readiness.
• Support quality improvement projects and regulatory audits.
• Collect and report operational and quality performance data.
• Participate in accreditation surveys and regulatory inspections.
• Maintain regulatory documentation and corrective action plans.

Skills

Organizational skills

Analytical skills

Problem-solving

Communication skills

Team collaboration

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree in Healthcare Administration/Business/Public Administration or related field

Tools

Microsoft Office

Electronic Health Record (EHR) software

Job description

• Job Location: Jamestown Healing Clinic - Sequim, WA
• Position Type: Full Time
• Salary Range: $31.74 - $41.26 Hourly

Description

The Jamestown Healing Clinic (JHC) is seeking an Assistant Administrative Officer to help oversee the daily administrative and operational functions that keep our integrated healthcare clinic running efficiently.

In this role, you’ll work closely with the Administrative Officer, clinic leadership, providers, and support staff to coordinate operations, support quality improvement initiatives, assist with regulatory compliance, and help ensure an exceptional experience for both patients and employees. If you thrive in a collaborative healthcare environment and enjoy solving problems, managing projects, and supporting organizational success, we’d love to hear from you!

What You\'ll Do

Operational Coordination

Assist the Administrative Officer in coordinating the daily operations of the Healing Clinic.

Coordinate and monitor operational projects to support efficiency and organizational priorities.

Monitor clinic workflows and recommend improvements to enhance communication, patient access, and service delivery.

Coordinate operational activities between departments to support continuity of care.

Assist with workflow improvements, operational initiatives, and special projects.

Coordinate delegated operational responsibilities during the Administrative Officer’s absence.

Administrative Support

Assist with developing and maintaining administrative systems, records, and operational resources.

Prepare reports, correspondence, presentations, and other administrative documents.

Coordinate meetings, prepare agendas, record meeting minutes, and track follow-up items.

Assist with developing and updating departmental policies, procedures, and workflows.

Maintain department records and operational documentation.

Coordinate inventory, purchasing, and supply management activities.

Support facility operations and clinic readiness.

Quality Improvement & Regulatory Support

Assist with operational improvement initiatives and quality improvement projects.

Support operational audits and performance improvement activities.

Collect, organize, and report operational and quality performance data.

Participate in accreditation surveys, regulatory inspections, and compliance reviews.

Maintain regulatory documentation and monitor corrective action plans.

Support compliance with HIPAA, 42 CFR Part 2, Occupational Exposure Control Plan requirements, and applicable state and federal regulations.

Coordinate onboarding, orientation, and cross-training for administrative and support staff.

Provide day-to-day operational guidance and coaching as delegated.

Assist with recruitment, onboarding, employee development, and retention activities.

Coordinate department meetings, educational opportunities, and internal communications.

Serve as the Administrative Officer’s operational designee for delegated responsibilities during planned or temporary absences.

Patient Services & Collaboration

Support resolution of patient concerns, complaints, and grievances.

Collaborate with providers and support staff to improve patient access and continuity of care.

Build positive relationships with internal departments and community partners.

Maintain professional, respectful, and confidential interactions with patients, families, referral sources, and staff.

Participate in department meetings, committees, and quality improvement activities.

Perform other duties as assigned.

Mininmum Qualifications

High school diploma or equivalent.

Three (3) years of progressively responsible experience in healthcare operations, clinic administration, or a related healthcare setting.

Knowledge of healthcare administrative operations, workflow coordination, and regulatory compliance.

Ability to exercise sound judgment, initiative, discretion, and maintain confidentiality.

Strong organizational, analytical, and problem-solving skills.

Excellent written and verbal communication skills.

Ability to coordinate multiple priorities and meet deadlines.

Ability to work collaboratively with multidisciplinary teams.

Working knowledge of Microsoft Office applications and electronic health record (EHR) software.

Knowledge of HIPAA, 42 CFR Part 2, and applicable confidentiality standards.

Ability to travel locally as assigned.

Valid Driver’s License.

Must successfully pass a criminal background investigation.

Preferred Qualifications

Associate’s or Bachelor’s degree in Healthcare Administration, Business Administration, Public Administration, or a related field, or an equivalent combination of education and experience.

Previous lead, project coordination, or supervisory experience.

Knowledge of behavioral health, substance use disorder treatment, medication-assisted treatment (MAT), and integrated healthcare operations.

Experience working within an Opioid Treatment Program (OTP) or behavioral healthcare setting.

Experience participating in accreditation, regulatory compliance, or quality improvement initiatives.

American Indian/Alaska Native preferences apply.

Working Conditions

Occasional evenings, weekends, or holidays may be required based on operational needs.

Lift, push, and carry up to 25 pounds unassisted.

Ability to stand, sit, walk, bend, climb, squat, twist, and move throughout the workday.

Manual dexterity and visual ability to work with letters, numbers, and symbols.

Ability to reach above and below shoulder level.

Ability to work in a fast-paced healthcare environment while maintaining professionalism and excellent customer service.

Why Join Jamestown Healing Clinic?

At Jamestown Healing Clinic, you’ll become part of a mission-driven team dedicated to providing compassionate, integrated healthcare services to our community. We value collaboration, continuous improvement, respect, and service excellence while supporting the health and well-being of every patient we serve.