Front Office Administrator

The Source; Austin (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

The Source is seeking a Front Office Administrator to support daily front office operations in a fast-paced clinic environment in Austin, TX. You will coordinate scheduling, manage records, handle communications, and supervise front desk volunteers to ensure a welcoming experience for clients and visitors.

Ideal candidates will have 2+ years in a clinic or social services setting, be bilingual in English and Spanish, and be proficient with EMR systems and Microsoft Office.

Qualifications

• High School Diploma or equivalent required.
• 2+ years of experience in a clinic setting or social services organization.
• Bilingual in English and Spanish strongly preferred.
• Electronic medical record experience strongly preferred.
• Experience with Microsoft Office applications.
• Excellent organizational skills and attention to detail.
• Self-motivated, dependable and responsible.
• Ability to work in a fast-paced environment.
• Excellent verbal and written communication skills.
• Confidentiality and professionalism in handling sensitive client information.

Responsibilities

• Open and close front office operations; ensure lobby and counseling rooms are ready and tidy.
• Greet and assist visitors including clients, donors, volunteers and vendors.
• Provide intake forms for new clients and evaluation forms after appointments.
• Maintain client appointment schedule and reminder system; manage calendar.
• Answer phones, take messages, and route inquiries to resources.
• Train and supervise front office staff or volunteers as needed.
• Maintain client files in the database and update after visits.
• Call in prescriptions for prenatal vitamins as needed.
• Assemble and update packs, flyers, and materials as required.
• Maintain supplies and order new items when necessary.
• Maintain a clean reception area and waiting rooms with confidentiality.

Skills

Bilingual English/Spanish

Customer service

Organizational skills

Attention to detail

Communication skills

Education

High School Diploma or equivalent

Tools

Microsoft Office

EMR (Electronic Medical Records)

Outlook calendar

Job description

Front Office Administrator

Be the Welcoming Face of The Source

Full-Time | Non-Exempt

Reports to: Clinic Director

Help Create a Welcoming Experience from the Very First Moment

Are you organized, dependable, and someone who genuinely enjoys helping people? Do you thrive in a fast-paced environment where attention to detail, compassion, and excellent customer service all matter?

The Source is seeking a Front Office Administrator to support the daily operations of the front office.

The Front Office Administrator has responsibility for the daily operations of the front office, including scheduling, coordination of volunteer procedures, and clinical services support.

What You'll Do

• Ensure opening and closing procedures are ready for operation, including ensuring lobby and counseling rooms are ready to receive clients and kept tidy throughout the day.
• Greet, receive, and assist all visitors, including clients, donors, volunteers and vendors.
• Provide intake forms for new clients, provide evaluation forms at end of appointments.
• Maintain client appointment schedule; schedule appointments, confirm upcoming appointments, manage appointment reminder system.
• Answer phones and voicemails, refer callers to appropriate resources, take messages.
• Assisting with training front office staff and/or volunteers.
• Review and respond to emails and correspondence in timely manner.
• Sort and distribute mail, including file, copy, or fax when necessary.
• Maintain Outlook calendar for the office, including volunteer and staff schedules, doctor and sonographer schedules, special events, Bible studies, group classes, etc.
• Maintain all client files; includes entering all files into database, updating after each client visit, closing files, updating birth information monthly, scanning and destroying paper files in compliance with policies and procedures.
• Call in prescriptions for prenatal vitamins as needed.
• Assemble positive/negative packs and update flyers as needed.
• Maintain Masters binder and server folders with current versions of all documents.
• Ultrasound appointments: prepare folders, confirm appointments.
• Baby Boutique: receive and store donations, issue receipts, write thank you notes.
• Help distribute material assistance to clients and maintain Material Assistance log.
• Maintain waiting lists and registrations for various programs, such as premarital counseling, Practical Fatherhood, etc.
• Train, delegate tasks, set schedule, and supervise front desk volunteers.
• Maintain strict confidentiality and professionalism when handling sensitive client information.
• Maintain clean, orderly reception area and waiting rooms.
• Restock supplies as needed, and inform Clinic Director when new supplies need to be ordered.
• Establish positive working relationships with staff members and volunteers.
• Complete all training.

Could This Be the Right Opportunity for You?

We're looking for someone who meets the following qualifications:

• High School Diploma or equivalent required.
• 2+ years of experience in a clinic setting or social services organization.
• Bilingual in English and Spanish, strongly preferred.
• Electronic medical record experience, strongly preferred.
• Have experience with Microsoft Office computer applications.
• Exhibit excellent organizational skills.
• Be self-motivated, dependable, and responsible.
• Work well in a fast-paced environment.
• Excellent verbal and written communication skills.
• Attention to detail.
• Committed to providing the highest quality of customer service.
• Comfortable taking sensitive phone calls with vulnerable clients.
• Demonstrate compassion, cheerfulness, and professionalism.

Ministry Alignment

As a ministry of The Source, candidates must:

• Be a committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord.
• Exhibit strong commitment and dedication to the sanctity of human life and sexual purity.
• Agree with and be willing to uphold the Statement of Principle, Statement of Faith and policies of the center.