Job Title: Administrative Assistant – Medical Office
Location: Oakland, CA (On-Site)
Pay Rate: $23.00 per hour
Shift: Monday through Friday, 8:00 AM – 5:00 PM
Duration: Contract Position
Are you an organized, compassionate professional eager to support a dynamic healthcare environment dedicated to improving community wellness? We are seeking a proactive Medical Administrative Assistant to join a vibrant, multidisciplinary clinic in Oakland. This is a wonderful opportunity to develop your career while contributing to accessible, high-quality patient care in a fast-paced, community-focused setting.
Key Responsibilities
Administrative & Operational Support:
- Manage inventory of medical and office supplies, including tracking usage, replenishing stock, and coordinating with vendors to ensure seamless clinic operations.
- Maintain accurate records of supplies, purchase orders, and delivery schedules to optimize inventory control.
- Prepare reports, forms, and correspondence for internal use and external agencies.
- Organize digital and paper filing systems for administrative, financial, and patient documentation to ensure easy retrieval and compliance.
- Support scheduling for staff meetings, training sessions, and clinical appointments.
- Provide administrative assistance to clinical leadership and healthcare staff as needed.
Clinical Support:
- Prepare and organize patient charts and related documentation to facilitate provider workflows.
- Communicate effectively with laboratories, pharmacies, and external healthcare partners regarding test results, referrals, and patient records.
- Accurately enter data into Electronic Health Record (EHR) systems, ensuring compliance with healthcare standards and privacy regulations.
- Assist in quality improvement initiatives by maintaining logs, conducting audits, and preparing required reports.
Project Management & Coordination:
- Assist in planning, organizing, and monitoring projects that improve clinic operations, workflows, and patient care delivery.
- Coordinate between clinical and administrative teams to ensure timely completion of tasks and initiatives.
- Track project progress, document outcomes, and prepare updates for leadership.
- Implement process improvements and support ongoing efforts to enhance efficiency and patient satisfaction.
Compliance & Safety:
- Strictly adhere to confidentiality protocols, HIPAA regulations, and OSHA standards.
- Monitor and coordinate storage of supplies and equipment, ensuring proper labeling and expiration tracking.
- Participate in safety checks, infection control, and emergency preparedness procedures to maintain a safe clinic environment.
Qualifications & Skills
Education & Experience:
- High school diploma or equivalent; an associate degree or certification in Medical Office Administration is preferred.
- 1-2 years of administrative experience in healthcare or clinical settings.
- Familiarity with Electronic Health Record (EHR) systems and inventory management is a plus.
Key Skills & Competencies:
- Strong organizational skills with the ability to multitask efficiently in a busy environment.
- Excellent attention to detail and accuracy in documentation.
- Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Experience with project management tools and techniques to coordinate tasks and improve workflow.
- Basic knowledge of medical terminology, healthcare workflows, and office procedures.
- Effective written and verbal communication skills.
- Ability to collaborate and build rapport within a diverse, community-centered team.
Work Environment & Additional Details
- Engage in a fast-paced, community-oriented clinic alongside healthcare providers, nurses, and support staff.
- May involve lifting or moving supplies on occasion.
- Commitment to maintaining a safe, clean, and welcoming environment for patients and staff.
Why Join Our Team?
- Be a vital part of a mission-driven organization committed to improving community health outcomes.
- Work in a collaborative, inclusive, and supportive environment.
- Gain meaningful healthcare experience while making a tangible difference.
- Opportunity for professional growth and development within a respected community clinic.
Ready to make a difference? Apply today and join our team of dedicated healthcare professionals working together to serve and uplift our community!