Administrative Assistant

Job Overview

The Administrative Assistant will assist the program with day-to-day functions, which includes a rotation of front desk intake/registration, scheduling, training of interns & volunteers, and work as a call receptionist for our program. In this position you will learn to deal with trauma informed care and client-centered approach while working independently and collaboratively as part of a team. Sound interesting? Below you will find a more detailed description of some of the duties and requirements for this position.

Our East Palo Alto HealthRight360 Outpatient Program strives to provide underserved youth with substance use disorder treatment and mental health support. We provide individual and group therapy using culturally sensitive, trauma informed and evidence based practices. Crisis intervention and case management services are also offered in our safe and inclusive space. We also gladly serve individuals with life affecting issues, youth with incarcerated parent, and those involved with the juvenile criminal justice system.


Key Responsibilities

  • Provides clerical support to and for the Outpatient Program Including: data entry, photo copying, composing and sending memos/emails, developing tracking systems, maintaining paperwork, completing forms, filing various paperwork, updating and maintain logs etc.
  • Responsible for dispensing mail, greeting visitors and directs them to their destinations and also sets up appointments for future clients.
  • Responsible for the overall look of the facility ensuring that office is welcoming and in order
  • Facilitates orientation to prospective clients seeking services and support staff in completing client intakes for the program. Enters pertinent data into various electronic systems and ensures integrity and accuracy of the data.
  • Compliance Responsibilities: Collaborates with counselors, therapist and other available internal resources to ensure program compliance which includes auditing for: treatment plans, transition plans, progress notes, admissions, discharges, ASI's and other program requirements.
  • Makes treatment team aware of any discrepancies and follows up to ensure that discrepancies are addressed in a timely manner.
  • And other duties as assigned

Education and Knowledge, Skills and Abilities

  • Skilled computer-based work tasks; uses technology to enhance job performance.
  • Experience with Microsoft Office Applications, specifically Outlook and internet applications.
  • Ability to audit various electronic systems to ensure the integrity and accuracy of the data.
  • Excellent organization skills, ability to multitask and establishes priorities. Outstanding ability to follow through with tasks
  • Excellent verbal, written and interpersonal skills. Integrity to handle sensitive information in a confidential manner. Action oriented, Strong problem solving skills.
  • Ability to work cooperatively and effectively as part of interdisciplinary team and independently assume responsibility. Strong initiative and enthusiasm and willingness to pitch in whenever needed.
  • Culturally competent and ale to work with a diverse population. Communicate well at all levels of the organization ; including working with organization leadership and high level representative of partner organizations.
  • Tolerance for Stress, Ambiguity, and Change: Maintains composure even while under great pressure; work within a frequently changing project scope while maintaining overall direction and structured priorities.
  • Over all Professionalism, punctuality, Flexibility and Reliability are Imperative.
Compensation: TBD
Type: Hourly/ Non-exempt
Status: Full Time
Benefits: plus HealhRIGHT 360 offers a comprehensive benefits package
City: East Palo Alto
Hours/wk: 40

Job Location