Clinic Operations Administrative Assistant

Neighborhood Health Center; Portland (OR); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

20 days PTO (based on full-time)

9 paid holidays

Health/dental/vision insurance

Quarterly wellness reimbursements

401k retirement plan with employer

Employer paid disability insurance

EAP

Life insurance

Job summary

Neighborhood Health Center in Portland, OR seeks a Clinic Operations Administrative Assistant to provide advanced administrative and operational support for primary care and dental clinics. You will report to the Senior Executive Assistant and collaborate with clinic leaders to coordinate calendars, meetings, and documents.

The role requires at least two years of healthcare administrative experience, strong MS Office and TEAMS skills, and a commitment to confidentiality.

Qualifications

• A high school diploma, or equivalent, is required.
• A minimum of two years of office administrative experience, including at least one year in healthcare, is required, preferably in a clinical or operational setting.
• Proficiency in Microsoft Office Suite, TEAMS and administrative duties is required.
• Epic experience preferred.

Responsibilities

• Provides advanced, day-to-day administrative and operational support.
• Schedules meetings, creates agendas and minutes, and distributes reports for meetings.
• Independently manage complex calendars for multiple leaders and resolve scheduling conflicts.
• Provider template creation and template change coordination, including validation for accuracy.
• Respond to routine and non-routine correspondence with discretion and judgment.
• Meal coordination for meetings and logistical support for trainings and meetings.
• Drafts and edits correspondence, including letters and operational updates.
• Patient communication via letters or mailers.
• Completes projects and special assignments on time with proactive timelines.
• Assists Clinic Managers and supports cross-functional teams.
• Coordinate and assist with event planning and trainings.
• Support provider onboarding, Epic access coordination, and workgroups.
• Assist with data collection, validation, reporting, and dashboard maintenance.
• Provide front desk coverage to ensure continuity of services.
• Maintain confidentiality and comply with HIPAA and policies.
• Tracks project tasks and milestones to stay on schedule.
• Coordinate information across team members and departments.
• Support process improvements by updating workflows.

Skills

Confidentiality

Professionalism

Organization

Multitasking

Communication

Attention to detail

MS Office

Adobe Acrobat

Video conferencing

Teamwork

Education

High school diploma or equivalent

Tools

Epic

Microsoft Teams

Job description

Who We Are

Neighborhood Health Center is a non-profit organization local to Portland, OR serving underserved patients in the areas of primary care, internal medicine, dental services and more. Our patient-centered approach to care honors the unique needs and circumstances of each individual patient. NHC sees people, not problems, and recognizes that the time spent as a patient in a doctors office is only one factor in a persons overall health. Our leading edge, integrated clinical teams work in partnership with patients, their families, and the communities we serve to provide whole-person care, prevention, and ongoing support.

Who We Are

Neighborhood Health Center is a non-profit organization local to Portland, OR serving underserved patients in the areas of primary care, internal medicine, dental services and more. Our patient-centered approach to care honors the unique needs and circumstances of each individual patient. NHC sees people, not problems, and recognizes that the time spent as a patient in a doctors office is only one factor in a persons overall health. Our leading edge, integrated clinical teams work in partnership with patients, their families, and the communities we serve to provide whole-person care, prevention, and ongoing support.

NHC is an Equal Opportunity Employer. We celebrate differences in the workplace and do not discriminate in employment opportunities or practices on the basis of race, color, religion, gender (sex), national origin, age, veteran status, sexual orientation, gender identity, disability, genetic information or any other characteristic protected by law.

Why work with us?

• We are a non-profit organization, passionate about providing the underserved population with medical and dental services across the greater Portland area, committed to making a difference daily.
• We offer our employees a competitive compensation and benefits package which includes 20 days of PTO (based on full time employment), 9 paid holidays, health/dental/vision insurance, quarterly wellness reimbursements, generous 401k retirement plan with employer match, employer paid disability insurance, EAP and life insurance.
• Our employees voted NHC a Top Workplace in 2020, 2021, 2022, 2023, 2024 and 2025!

Job Title: Clinic Operations Administrative Assistant

Department: Admin

Reports To: Sr Executive Assistant / Administrative Supervisor

Work Type: Hybrid / Admin Office

Classification: Full-Time, Non-Exempt

Language Differential: Ineligible

Summary

The Clinic Operations Administrative Assistant provides advanced administrative and operational support to the primary care and dental clinics. This position will report directly to the Senior Executive Assistant and provide support and accountability to the Director of Primary Care Operations, the Director of Dental Program Operations, and other operational leaders as assigned. The Clinic Operations Administrative Assistant is responsible for coordinating complex administrative, clinical, and operational activities, including calendar coordination, meeting minutes, meal coordination, and project support, all while working under minimal supervision.

Essential Job Duties

• Provides advanced, day-to-day administrative and operational support.
• Responsible for scheduling meetings, soliciting and creating agendas and minutes, and collecting and distributing various reports for meetings, including action-item tracking and follow-up on deliverables to ensure accountability.
• Independently manage complex calendars and competing priorities for multiple leaders; proactively resolve scheduling conflicts.
• Provider template creation and template change coordination, including validation to ensure accuracy and operational readiness.
• Respond to routine daily correspondence and non-routine communications requiring discretion and judgment.
• Meal coordination for meetings and logistical support for trainings, meetings, and operational workgroups.
• Drafts and edits correspondence as needed, including provider and clinic communications such as letters and operational updates.
• Patient communication, i.e., letters or other mailers.
• Completes projects and special assignments in a timely manner, as directed, independently managing timelines and escalating barriers early.
• Assists Clinic Managers as needed and supports cross-functional teams across Primary Care and Dental Operations.
• Works closely with the administrative team.
• Coordinate and assist with event planning and clinic-related trainings and operational initiatives.
• Support provider onboarding, training, Epic access coordination, and operational workgroups.
• Assist with data collection, validation, reporting, and dashboard maintenance for operational and access metrics.
• Will provide front desk or coverage support to ensure continuity of services.
• Maintain strict confidentiality and comply with HIPAA and organizational policies.
• Performs other related duties as assigned and required.
• Tracks project tasks, milestones, and deadlines to help ensure work stay on schedule.
• Coordinates information and deliverables across team members and departments.
• Supports process improvements by gathering feedback, updating workflows, and documenting procedures.

Qualifications

Education and/or Experience

• A high school diploma, or equivalent, is required.
• A minimum of two years of office administrative experience, including at least one year in healthcare, is required, preferably in a clinical or operational setting.
• Proficiency in Microsoft Office Suite, TEAMS and administrative duties is required.
• Epic experience preferred.

Knowledge, Skills, Abilities & Behaviors

• Demonstrates professionalism, confidentiality, and helpfulness while in this role, including sound judgment when handling sensitive clinical and provider information
• Positive attitude, strong organizational skills, and a commitment to exceeding expectations while managing multiple competing priorities independently.
• Excellent communicator, comfortable multi-tasking, and able to take initiative.
• Highly punctual and dependable.
• High level of accuracy and attention to detail.
• Ability to maintain discretion with sensitive or confidential information.
• Ability to work under the direction of multiple people while balancing competing operational demands.
• Intermediate or higher proficiency of MS Office Suite (Outlook, Word, Excel and PowerPoint) and Adobe Acrobat.
• Ability to effectively manage multiple tasks, sometimes with conflicting deadlines.
• Ability to work independently and within a team setting.
• Familiarity with video conferencing applications and software.
• Excellent grammar, spelling, and proofreading skills.
• Excellent written and verbal communication skills.
• Ability to work flexible hours occasionally as needed.

WORKING CONDITIONS

• Regularly sit while working on the computer; use hands and fingers to handle, control or feel objects tools or controls; repeat the same movements when entering data; ability to differentiate between colors, shades, and brightness; read from a computer screen for extended periods of time.
• Frequently stand and walk around the office to gather supplies, required to do filing, use office equipment, or collaborate with employees.
• Occasionally stand, stoop and lift or move objects, equipment and supplies weighing approximately 20-25 pounds up to 40-50 pounds.
• The noise level in the work environment is usually moderate.

Neighborhood Health Center Employment Offers are contingent on successful completion of reference checks, background checks, drug screening for illegal substances, Tuberculosis, and any position-specific credentialing or licensure requirements.