Clinic Administrative Coordinator

Kheir-Clinic-; Los Angeles (CA); On-site; USD 32,000 - 37,000; Full time

Job summary

Kheir Clinic seeks an experienced Clinic Administrative Coordinator to provide administrative support for operations and patient care services in Los Angeles. The role requires proficiency in Microsoft Office and strong calendar management, with duties spanning front office tasks, record keeping, and meeting coordination.

The position emphasizes accuracy, confidentiality, and the ability to handle multiple tasks with little supervision.

Qualifications

• Two years of office experience in a similar role.
• Excellent written and verbal communication skills.
• Ability to manage calendars and handle confidential information.
• Ability to work under pressure with minimal supervision.
• Familiarity with Microsoft Office and basic IT concepts.

Responsibilities

• Provide administrative support to clinic directors and staff.
• Record meeting minutes, agendas, and project logs, and maintain documents.
• Handle phone inquiries, scheduling, emails, and faxes for the clinic.
• Maintain accurate daily visit reports, surveys, and log results as needed.
• Manage calendars, coordinate internal/external meetings, and prepare materials.
• Assist with onboarding new employees and scheduling interviews.
• Support licensing, permits, invoices, and supply stocking for the clinic.

Skills

Calendar management

Communication skills

Time management

Confidentiality

Problem solving

Attention to detail

Tools

Microsoft Office

eClinicalWorks

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Clinic Administrative Coordinator

FullTime Los Angeles, CA, US

2 days ago Requisition ID: 1197

Salary Range: $23.00 To $27.00 Hourly

ASSIGNMENT SUMMARY

The Clinic Administrative Coordinator will be responsible for providing administrative support that affects direct operational and/or patient care services. This person will also provide assistance with front office duties including clinic reception and medical record keeping when necessary. They must be highly proficient in Microsoft Office programs and other computer functions in order to maintain detailed records.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• Provides comprehensive administrative support services to the Clinic Directors that ensures aprofessional, responsive and effective experience with the organization as a whole.
• Records and transcribes meeting minutes, prepares meeting agendas and keeps project logsaccurate and up-to-date.
• Possesses information technology acuity to learn and use various software applications.
• Types memorandums, letters and other documents as required by project staff.
• Completes any necessary administrative tasks, such as research, maintaining files,typing/drafting reports and managing correspondences from project team members.
• Receives incoming calls, delivers voicemails, and provides responses to telephone inquiries inrelation to clinic services and employees.
• Scheduling appointments, management of emails & faxes.
• Capturing any scheduling errors with patient appointments.
• Provides sophisticated organization and calendar management.
• Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makesjudgments and recommendations to ensure smooth day-to-day engagements. Schedulesinternal and external meetings. Handles logistics for internal meetings.
• Plans, organizes, and schedules meetings in the office, off-site, and via videoconference
• Formats and word processes correspondence, reports, forms, etc., including proofreading andediting.
• Prepares accurate information of required daily visit reports, survey logs, Spore test results andother requested reports, as needed.
• Maintains and tracks invoice receipts.
• Maintains cash logs and submits daily cash and checks to the accounting department
• Represents management staff at meetings and takes notes as needed.
• Prepares presentations and/or reports for monthly staff meetings.
• Assist in scheduling interviews and onboarding new employees
• Be a site contact person as needed for patient service recovery.
• Documentation maintenance as it relates to licensing, permits, etc.
• Responsible for stocking necessary supplies for the clinic.
• Collects and Prepares employee’s timesheets, in a timely manner.
• Reports facility problems, IT issues, and/or unsolved problem to appropriate individual
• Coordinates administrative workflow of the department; recommends new processes asneeded.
• Interacts daily with employees to discuss standard business policy and procedures.
• Participates in the safety committee meetings and Human Resources events.
• Performs other department specific duties as assigned.

MINIMUM QUALIFICATIONS

• A minimum of two-year experience in an office environment performing a similar level of workrequired.
• Prior health care experience preferred.
• Excellent written and verbal communication skills.
• Ability to work under pressure without extensive supervision.
• Ability to learn and apply an advanced understanding of the organization and its functionalpolicies and processes.
• Ability to manage dynamic calendars for management.
• Aptitude for learning new software and systems (i.e. eClinicalWorks)
• Advanced writing skills to compose detailed correspondence and to recommend updates todepartment documents as needed.
• Intermediate to advanced knowledge of two or more of Microsoft Office Suite applications:Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills
• Exceptional time management and organizational skills
• Ability to work quickly, follow directions and make independent decisions
• Ability to maintain confidentiality when handling patient medical records
• Ability to address patient service issues as needed and assigned by Clinic Director
• Experience in community clinic environment a plus
• Valid California driver license and insurable driving record required

Kheir Clinic provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Kheir Clinic complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Kheir Clinic will consider for employment all qualified Applicants, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Please note that this job description is subject to change to meet the needs of Kheir Clinic.