Mobile Administrative Specialist

We are seeking a highly organized and detail-oriented Mobile Administrative Specialist to support our mobile clinic events across Washington State. This per diem position travels to clinic sites, where you will serve as the on-site Vaccine Manager, preparing and drawing up vaccines for our providers, and register patients when not working as Vaccine Manager. You will be fully trained for the role of a Vaccine Manager and Registration/Scribe for our mobile clinics.

This role is essential to running smooth, safe, and efficient clinic events in the communities we serve.

$20.00–$30.00 per hour (per diem). Travel and hotel stays are reimbursed.

A dependable, compassionate professional looking for a career with a profound purpose. You have strong attention to detail, strong communication skills, and thrive in a collaborative work setting. You enjoy being on the road and adapt quickly to new locations and changing clinic conditions. You are motivated by helping others and providing quality service above all else. You are driven by making an impact and contributing to a healthier community.

You want to show up and make a difference every day.

• Serve as the on-site Vaccine Manager, drawing up and preparing vaccines for providers according to clinic protocols and manufacturer guidelines.
• Manage vaccine inventory at each event, including tracking stock levels and ensuring accurate records.
• Transport, organize, and maintain vaccine totes for clinic set-up, pick-up, and drop-off.
• Maintain cold-chain management during transport and on site to ensure proper temperature control, including temperature monitoring and logs.
• Report vaccine usage, inventory levels, wastage, and any discrepancies at the close of each clinic.
• Participate in on-call duties as required to handle urgent vaccine management needs.

• Register and check in patients.
• Collect and verify patient demographic and insurance information, ensuring all required fields are complete and accurate.
• Distribute, collect, and review consent and CIS forms for completeness.
• Help manage patient flow and provide a welcoming, respectful experience for every patient.
• Handle patient information with discretion and in accordance with privacy requirements.

• Coordinate travel and hotel accommodations with the office for assigned clinic events.
• Track and submit mileage, hours, and travel expenses for verification and reimbursement.
• Assist with clinic set-up and break-down at event sites.
• Support department scheduling needs.

• Process clinic paperwork on site, ensuring accurate and timely entries.
• Manage data entry for insurance documents, verifying all necessary information is recorded.
• Upload CIS files, print, and prepare CIS forms for clinic use.
  • Fill out verification forms as needed, ensuring all information is correct and up to date.
• Submit completed clinic paperwork and records to the office within required time frames.

• Associate level coursework completed and associate’s degree or higher preferred.
• Proven experience as an administrative assistant, patient registration, or in a similar role.
• Willingness and ability to travel to clinic sites throughout Washington State, including overnight hotel stays — required.
• Valid driver’s license, reliable transportation, and current auto insurance.
• Ability to successfully complete Vaccine Manager training and competency requirements.
• Strong organizational skills and attention to detail.
• Available…