Administrative Assistant

About the role

The Administrative Assistant supports the True Blue Neighbors Behavioral Health Clinic by handling daily administrative operations, client communications, and budget management. Reporting to the Clinic Director, the role also oversees work‑study students and ensures smooth clinic functioning.

Key responsibilities

• Answer the main phone line, manage voicemail, schedule reminder calls/texts, and coordinate client and staff communications regarding appointments.
• Greet and check‑in clients, provide information about clinic services, and deliver exceptional customer service.
• Recruit, train, monitor, and delegate tasks for undergraduate work‑study students.
• Maintain physical and electronic inventories, enter client data into electronic health records and scheduling systems, and manage eFax portal usage.
• Assist the Director with facilities operations, policy development, and the creation of new forms.
• Handle clinic expenses, complete purchases using a university ProCard, and ensure compliance with purchasing guidelines.

Required profile

• Excellent customer service and well‑developed organizational abilities.
• Proficiency with a PC and Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work with diverse groups, including clients, students, faculty, and community members.
• Strong confidentiality practices, especially regarding HIPAA‑protected information.
• Fluency in English and Spanish is preferred, along with experience in interpretation or translation.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft SharePoint
• Electronic health records systems
• Scheduling systems
• Budget software
• University ProCard purchasing system