Administrative Assistant - Clinical Services

Administrative Assistant – Clinical Services

Provide administrative support to the Manager, Clinical Services. Responsibilities include documentation management, appeals coordination, liaison roles, and general clinical service administration.

• Provide administrative support within the department by taking initiative and carrying out projects on time within the delegated scope of authority.
• Establish, maintain, and update files, databases, records, and other documents; develop, maintain, and perform routine analyses and calculations of data for internal reports.
• Compose and prepare highly specialized correspondence.
• Serve as a liaison with other departments to resolve day‑to‑day administrative and operational problems.
• Respond to internal and external inquiries by phone, email, and in person and redirect as needed.
• Compile and prepare documents for appeals, state‑level fair hearings for eligibility, discussions with attorneys and judges, as well as other legal issues such as subpoenas for records and court‑ordered evaluations.
• Assist manager and staff in problem solving, project planning, and execution of stated goals and objectives.
• Attend meetings as assigned; prepare, edit, and distribute agendas and/or minutes of meetings.
• Schedule and coordinate meetings, events, appointments, and other activities for the supervisor.
• Maintain files and confidential material for the Director, Clinical Services.
• Coordinate clinical service unit activities and staff schedules.
• Perform assigned functions in processing documents for final approval.
• Collect information for data, compile reports in support of assigned projects and research activities.
• Gather background material to establish the need for further diagnostic genetic studies, check with Manager, Clinical Services for unusual requests, and have direct discussions with families and persons at risk.
• Coordinate authorization and payments for amniocentesis.
• Review and process requests for medical consent.
• Track completion of eligibility reports from clinical staff.
• Prepare and finalize specialized assessment medical and psychological reports when necessary.
• Prepare and maintain files for personnel supported by the Mortality Review Committee.
• Maintain and coordinate registration conferences for continuing education for staff, and make necessary travel arrangements.
• Assist other members of the Management Advisory Committee (MAC) as requested.
• Act as backup support to Executive Administrative Assistant and Administrative Assistant—Regional Center Services as needed.
• Participate in special projects and assist with additional duties or tasks as assigned.
• Maintain all client information as confidential in compliance with HIPAA and the California Lanterman Act.

• Education/Experience
  • College education or equivalent.
  • Relevant work experience in healthcare field preferred.
• Competencies
  • Creative Problem Solving
  • Customer Service Orientation
  • Organizational Skills
  • Time Management
  • Attention to Detail
  • Adaptability
  • Collaboration/Teamwork
  • Self‑Direction
  • Initiative
• General Skills
  • Written communication: ability to develop standard business communications, using proper grammar, spelling and punctuation.
  • Oral communication: ability to convey complex information and ideas in a clear, concise and professional manner.
  • Ability to operate basic office equipment, including scanners, copiers, faxes, phones.
  • Intermediate knowledge of MS Word, MS Excel, MS PowerPoint, MS Outlook.
  • Ability to use internal records system.
  • Typing speed of 60 wpm.
  • Use of discretion and ability to maintain confidentiality.
• Desired Qualifications
  • Experience in multicultural settings and/or multilingual capacity.

Medical and Dental benefits with generous employer contribution; additional employer‑paid Life, Disability and Vision coverage; 10% employer contribution to 403(b) retirement account; 13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education.

Submit your application and most recent résumé. Attach a cover letter if relevant. Applications are reviewed on a rolling basis.

Golden Gate Regional Center is an Equal Opportunity Employer.