Administrative Assistant - Adult Outpatient SUD (San Jose, CA)

Job Overview

Are you a compassionate individual with excellent customer service skills? Do you also have the curiosity to solve complex data discrepancies? If so,  AARS, a program of HealthRIGHT 360 is currently looking for a reliable, adaptable, and highly motivated administrative assistant to support at our San Jose adult substance use treatment outpatient program!

Our outpatient program serves individuals impacted by mental health limitations and poverty, many whom are affected by substance use and trauma. With your assistance our clinicians can focus on providing compassionate, integrated care, at a personal and caring level.

NOTE ON COVID-19 MEASURES: Interviews for this position will take place remotely over Zoom. This position is non-remote unless public health authorities deem otherwise. HealthRIGHT 360 and AARS care deeply about the safety of our employees and we strive to provide healthy working conditions for all staff.

Key Responsibilities

You’ll be the first person our clients encounter when coming to us for care. Your role will be to greet,  register, and screen clients of their health symptoms.  Work in a fast-paced reception setting: answer and route phone calls, place appointment reminder calls, and providing clients with information to other services within our system of care.

Administrative responsibilities for this position include create and submit invoices and reimbursements, type reports and meeting minutes, photocopying and faxing, maintaining files, records, and forms. Responsibilities may also include assisting with projects across programs and would be cross-trained to assist with data entry duties, such as  admissions, discharges, attendance, rosters, and demographics. Verify patient Medi-Cal eligibility, collect insurance information, reconciling data, and entering into the electronic medical record systems. Attends and participates in meetings and trainings as assigned. Participates and attends supervision as scheduled. Performs and maintains working relationship with internal and external programs. Assist with audit preparations.

Facility responsibilities include maintaining cleanliness of office and shared staff spaces, setup and tear down meeting events, monitor and order office supplies, ship and receive parcels, and complete assignments from Health & Safety representatives.


Education and Knowledge, Skills and Abilities

Education, Certifications, and Registrations:

  • Minimum: Highschool/GED.
  • Desired: Bachelor’s degree or equivalent in Business Administration or related field.
  • Required: CPR certified within 30 days of employment.
  • Required: First Aid certified within 30 days of employment.
  • Required: Comply with California Statewide Healthcare Worker Vaccination Requirement; exemptions will be made for medical or religious reasons.


  • Minimum: Experience of volunteering or special projects related to general office work.
  • Desired: At least one (1) year of general office work experience. Experience working in the behavioral health field. Experience with billing and data collection.

Skills, Knowledge, and Abilities:

  • Cultural competency, and ability to work with diverse and underserved populations. Bilingual fluency a plus!.
  • Proficiency with Microsoft Office applications, internet applications, collaboration platforms (TEAMS), electronic health care records.
  • Proficiency with photocopiers, scanners, projectors, teleconference rooms.
  • Ability to travel to and from worksite and other locations within the Bay Area as needed.
  • Ability to work remotely as deemed by public health authorities.
  • Ability to arrange work schedule in accordance with agency needs, may include evenings and weekends.

Background Clearance

  • Required: Must not be on active parole or probation.
  • Ability to pass Live Scan clearances if required.

In compliance with the California Department of Public Health's mandate, by September 30, 2021, all employees must be able to provide proof of COVID-19 vaccination. Medical and religious exemptions are available.

Compensation: TBD
Type: Hourly/ Non-exempt
Benefits: HealthRIGHT 360 offers a competative benefits package.
City: San Jose, CA
Hours/wk: 40

Job Location