Bilingual Administrative Assistant

Agency Vision and Mission

At CHC, we believe in the promise and potential of every child, teen and young adult. Our mission is to transform young lives by providing culturally responsive, best-in-class learning and mental health services to families from diverse backgrounds regardless of language, location, or ability to pay. We specialize in ADHD, Learning Differences, Anxiety & Depression and Autism.

The Bilingual Administrative Assistant provides administrative and scheduling support to Clinical Services including clinicians, psychiatry staff, clients, and families. This role requires strong judgment, discretion, accuracy, attention to detail, and the ability to prioritize multiple tasks while maintaining clear communication with internal and external stakeholders. The position handles confidential information, including protected health information, and requires excellent verbal and written communication skills in English and Spanish.

General Administrative Support

• Maintain complete confidentiality of protected health information and all sensitive information.
• Proactively anticipate and address administrative, logistical, and operational needs that support the smooth functioning of clinicians and clinical services.
• Work regularly from the San Jose office and provide occasional coverage in Palo Alto or Ravenswood as needed.

Client Scheduling

• Contact clients to cancel, reschedule or schedule appointments.
• Provide clerical support for clinicians and families such as receiving, faxing, scanning or photocopying documents.
• Support research into client eligibility for services, including clients who are turning 18 years old.

Psychiatry Scheduling

• Schedule and reschedule clients for the psychiatry team.
• Manage the task request list from psychiatry team.
• Respond to client and clinician requests in a timely and professional manner.
• Set up appointment reminders and Zoom links for scheduled meetings and appointments.
• Use the appointment reminder system for psychiatric and evaluation services.
• Enter and maintain data in the electronic health record and Outlook.
• Provide administrative support to Psychiatry staff.
• Provide email and voicemail support to the psychiatry team when Spanish-language instructions need to be shared with clients or families regarding logistical aspects of care.

Other Administrative Duties

• Greet clients and families and help them check in for their appointments.
• Process daily central administrative work requests, including online room scheduling, ordering of testing materials, and general administrative support to clinical staff.
• Administer on-site and virtual County Consumer Perception survey-s.
• Answer telephone calls and retrieve, respond to, and route voicemail and email messages as appropriate.
• Order food for events and lunches; order office supplies for staff.
• Reserve rooms for events or staff as needed.li>
• Order tests from various companies for use by clinicians.
• Provide backup support to other administrative assistants and front reception desk as needed.
• Complete copying and fax projects.
• Support class registrations, including manual and online registration processes.
• Provide backup support for the Spanish intake line by routing callers to appropriate coverage staff or scheduling online booking screenings as needed.
• Perform other related duties as required and assigned.

• College degree or equivalent preferred.
• High level administrative support experience required, 3 years plus preferred.
• Proven experience managing calendars, events, and scheduling meetings.
• Bilingual in Spanish required.
• Excellent organizational skills, including filing, task prioritization, and time management.
• Strong computer skills, including the ability to use spreadsheets, calendars, word processing, databases, email, presentation software, and video conferencing tools.
• Ability to work well under pressure and to effectively balance multiple demands.
• Excellent interpersonal skills and a positive, service-oriented approach when interacting with clients, families, staff, board members, and external partners.
• Excellent verbal and written communication skills in English and…