Clinic Operations Assistant

The Clinic Operations Assistant supports clinic leaders including Medical Director, Operations Director, and Clinic Manager. This position manages day-to-day tasks; manages provider scheduling and template maintenance; manages medical supply inventory system and equipment maintenance schedules; oversees the client advisory board (CAB); provides logistical and administrative support to Health Services programs; and participates with Clinic and Health Services Leadership (CHSL) team in the execution of the department strategic and operational goals.  

This is a full-time, non-exempt position with a starting hourly pay range of $18.42 to $21.56 hourly, depending on experience. However, Outside In will offer a living wage differential to bring the wage to $21.60 per hour, if the starting wage falls below this threshold.

• Maintain clinic leaders schedule, anticipate meeting needs, and support smooth flow of workday.
• Conduct research and prepare reports, presentations, and data for executive needs.
• Support administrative needs of CHSL such as scheduling and coordinating meetings, taking minutes for multiple committees, and managing projects for the team.
• Maintain schedules in Epic for providers and care team. Update provider templates in accordance with current protocols. Facilitate coverage for providers or nurses absences (ensure that phones, in-baskets and fax boxes are covered).
• Approve provider and RNs PTO and adjust schedules accordingly.
• Track and monitor CME/CEU time and expenses for care team.
• Participate in and lead QI/QA efforts around clinic processes.
• Maintain a comprehensive inventory system for medical supplies. Coordinate regular maintenance of medical equipment. Assist with supply orders for Clinic & Health Services.
• Train and support health services staff in using Microix.
• Coordinate and participate in Client Advisory Board (CAB).
• Support clinic recruitment efforts such as screening candidates and conducting reference checks.
• Maintain Admin Phone schedule and provide admin phone support. Respond to incidents and grievances.
• Plan/organize and implement events such as meetings and business luncheons.
• Arrange travel, accommodation, itineraries, and correspondence related to travel as needed.
• Perform clerical duties including producing memos, maintaining files, organizing documents, photocopying, faxing, collating, etc.
• Assist in coordinating preceptors with various schools seeking to place students/residents.
• Hold clinic credit card, approve statements, and provide change and petty cash reimbursements.
• Support the organization as needed:
  • Cover other admin assistant staff as needed.

• Familiarity with FQHCs and general clinic practices.
• Proficiency in EPIC Electronic Health Records systems preferred.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel).

• Excellent written and verbal communication skills.
• Excellent time management, able to manage multiple projects and re-prioritize on the fly.
• Able to organize and manage large volumes of files, tasks, schedules, and information.
• Ability to work independently with willingness to take initiative in addressing concerns.
• Ability to establish rapport and gain the confidence of the members of the team, patients, peers, and management.
• Energetic and eager to tackle new projects and ideas.
• Comfortable in both a leadership and team-player role.
• Ability to maintain confidentiality at all times.
• Emotionally intelligent and able to navigate situation with diplomacy and tact.

• Two to five years’ prior experience in administrative/program support.
• Experience working with leadership positions preferred.

Works in typical office environment with moderate noise. This job includes occasional exposure to environmental risks and hazardous physical conditions.

Regularly requires sitting, walking, standing, talking, hearing, and seeing. Occasionally required to stoop and lift up to 10 pounds.