On-Call Administrative Assistant - Multi-Program Support

HealthRIGHT 360; San Jose (CA); Hybrid; USD 42,000 - 64,000; Full time

Job summary

HealthRIGHT 360 is seeking an Administrative Assistant to provide clerical, technical, and administrative support to the Administrative Support Manager and staff across programs. The role requires handling client interactions with confidentiality and delivering high-quality customer service.

The position supports multiple programs, including scheduling, intake processing, meetings, and data entry using platforms like Power BI, Welligent, Avatar, Qualo, and SharePoint.

Qualifications

• High school diploma, GED or equivalent required.
• Bachelor’s degree in related field preferred.

Responsibilities

• Provide general administrative and secretarial support.
• Manage and direct client traffic in reception.
• Greet clients and visitors politely and handle inquiries.
• Develop and distribute meeting minutes and reports as needed.
• Attend and participate in meetings and debrief with agency or programs.
• Schedule appointments and assist with reminders.
• Assist with intake scheduling and enrollments.
• Support with data entry and records compliance.
• Assist with billing and expenditure processing.

Skills

Customer service

Confidentiality

Communication

Organization

Interpersonal skills

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Power BI

Welligent

Avatar

Qualo

Sharepoint

Job description

This position is On-Call shift needs will vary.

HealthRIGHT 360, a family of programs, is located across 13 different counties in California. HealthRIGHT 360 provides an array of medical and behavioral health services to some of the most marginalized populations, ranging from primary care, mental health services, detox, substance use disorder treatment in both residential and outpatient settings, and transitional services for the criminal justice population.

Hours of operation are Mondays and Fridays from 9:00AM to 6:00pm; Tuesdays, Wednesdays, and Thursdays from 9:00AM to 8:00PM.

The Administrative Assistant is responsible for providing clerical, technical, and administrative support to the Administrative Support Manager, Project Manager, the Director of Program Operations, and Santa Clara County staff to ensure program compliance and efficiency. The Administrative Assistant is expected to provide high quality customer service to new and returning clients. This position requires an ability to maintain strict confidentiality and handle information with excellent customer services skills, tact, and diplomacy. All Administrative Assistants are cross trained to assist with multiple programs as required by program leader.

KEY RESPONSIBILITIES

Administrative Responsibilities:

• Provide general administrative and secretarial support, including (but not limited to) word processing, answering telephones, checking and delivering messages, distributing mail, faxing, copying, etc.
• Manage and direct client traffic in the reception area, ensuring a welcoming atmosphere reflective of AARS culture.
• Greet clients and visitors courteously, handle general inquiries, and provide informational resources.
• Interact tactfully and professionally with youth, adults, and families of clients.
• Develop, transcribe, and distribute meeting minutes, reports, and/or general information in a timely manner, as needed.
• Attend and participate in meetings (internal, County, ad-hoc, etc. ) and debrief with agency or programs.
• Schedule appointments using current platforms and technology, and assist with appointment reminders as designated.
• Assist with appointment reminders as designated by the program.
• Assist with intake scheduling and conduct intakes to new enrollments as needed.
• Undertake special projects
• Participate in Health & Safety assignments or act as HR360’s Health & Safety Representative.
• Work closely with the Administrative Support Manager, administrative team, EHR billing team.

Facility Responsibilities:

• Perform office opening and closing procedures.
• Maintain the neatness and organization of general office area.
• Arrange and assist with meetings, staff trainings, conferences, etc., including setup, breakdown, and corporate catering.
• Purchase and maintain inventory of supplies for office, custodial, kitchen, electronic equipment.
• Report facility issues to Administrative Support Manager and act as point of contact for vendors and technicians.

Data and Compliance Responsibilities:

• Provide data entry, including (but not limited to) client data, billing, and reports using the most current platform set forth by the program (Power BI, Welligent, Avatar, Qualo, Sharepoint, etc.).
• Perform Medi-CAL eligibility reviews. Create and reconcile pay sources.
• Assist with record archival per program needs.
• Assist with audit preparations and maintaining confidential files in both physical and electronic forms.
• Support management with data reconciliation and compliance tasks.

Billing Responsibilities:

• Processes expenditures, including petty cash, client fees, expense forms, and reimbursements, etc.

Flexibility and Coverage Responsibilities:

• Ability to arrange work schedule in accordance with the program’s hours of operations, which may include evenings and weekends.
• Ensure consistent front desk coverage by practicing staggered meal and rest breaks, and shift changes amongst administrative team
• Adjust workload as necessary to ensure uninterrupted service delivery, including stepping in to provide support for other programs and counties during their peak demand times or staffing shortages.
• May be required to work weekends during program hours of operations, as needed.

QUALIFICATIONS

Education, Credentials, and Experience

• High school diploma, GED or equivalent required.
• Bachelor’s degree in related field preferred.
• Comply with California Statewide Healthcare Worker Vaccination Requirement; exemptions will be made for medical or religious reasons.
• Possess a valid First Aid and CPR certification or ability to obtain within 30 days of hire.
• Experience working with clients experiencing substance use issues.
• Experience of volunteering or special projects related to general office work.
• At least one (1) year of general office work experience preferred.
• Experience working in the behavioral health field. Experience with billing and data collection preferred.

Background Check and Other Requirements

• Must not be on active parole or probation.

Bilingual: Bilingual in the Santa Clara County threshold languages preferred.