Part-Time Administrative Support Assistant

Part-Time Administrative Support Assistant

The Administrative Coordinator is responsible for the day-to-day management and reliability of core operational systems at Sage Healthcare and the BRM Resource Center. This role owns scheduling coordination for volunteers, university faculty, and students; student logistics for clinical placements; compliance tracking; and administrative workflows to ensure consistent, efficient clinic operations.

Working closely with the Director, this position reduces operational burden by independently maintaining systems, identifying workflow gaps, and ensuring follow-through on critical tasks. The role is strictly non-clinical and focused on coordination, execution, and operational stability rather than patient care.

This position requires a highly organized, proactive individual who can manage multiple workflows, track details accurately, and maintain accountability without continuous direction in a fast-paced, mission-driven environment.

Clinic Operations & Flow

• Maintain operational readiness of clinic environment, including room setup, forms, and supplies as needed
• Coordinate daily clinic flow logistics (room availability, activity sequencing, front desk alignment)
• Own front desk workflow consistency during clinic sessions, ensuring smooth intake and communication
• Identify workflow gaps or inefficiencies and implement or elevate solutions

Administrative & Coordination

• Provide backup support for phone and voicemail workflow, ensuring continuity of response and message routing during gaps or high-volume periods
• Own appointment scheduling and calendar accuracy across systems
• Maintain EMR organization, including scanning, filing, and record accuracy
• Track and manage inventory systems, ensuring supplies are stocked and organized

Compliance & Documentation

• Own credentialing and documentation tracking system for staff and students
• Maintain audit-ready records at all times, including onboarding and required documentation
• Proactively track expirations and missing items, ensuring timely completion
• Escalate only when decision-level input is required

Student & Academic Coordination

• Own all student coordination, including scheduling, onboarding, and required documentation
• Maintain accurate tracking of student hours and placement records
• Serve as primary liaison for university communication (logistics only, non-clinical)
• Integrate student workflows into clinic operations to ensure minimal disruption and clear structure

Front Desk & Resource Coordination

• Maintain front desk operations during peak hours, ensuring consistent intake and communication flow
• Manage visitor intake, direction to services, and general inquiries
• Monitor guest flow and communicate operational updates across departments
• Coordinate distribution of materials and basic resource needs

Scheduling & Workforce Coordination (Sling)

• Own and maintain all clinic schedules in Sling for providers, volunteers, and students
• Build and manage weekly schedules based on availability and clinic needs
• Identify coverage gaps, conflicts, or shortages and elevate only when decision-level input is required
• Send schedule updates, reminders, and communications through Sling
• Track attendance and follow up on missed or incomplete shifts

Targeted Data Tracking

• Maintain accurate daily tracking of “Know Your Numbers” (KYN) and foot care visits
• Ensure all entries are complete, consistent, and up to date
• Identify and resolve missing or unclear entries
• Provide simple weekly counts and summaries to leadership

Program & Workflow Support

• Manage scheduling and logistics for wellness programs and classes
• Support implementation of operational workflows and improvements
• Provide cross-coverage during high-volume clinic times as needed

• High school diploma or equivalent required
• Experience in healthcare operations, administration, or coordination preferred
• Strong organizational and task management skills with attention to detail
• Ability to manage multiple workflows and track deadlines reliably
• Comfortable with EMR systems, spreadsheets, and basic reporting tools
• Experience in nonprofit, healthcare, or social service settings preferred
• Strong communication, problem-solving, and teamwork skills
• Commitment to BRM’s mission and a respectful, service-oriented environment