Administrative Assistant-Mental Health/San Jose

Job Overview

Are you a compassionate individual with excellent customer service skills? Do you enjoy working with people, but also independently supporting a team of clinicians? Do you have impressive time management skills and have an eye for detail? If so,  AARS, a program of HealthRIGHT 360 is currently looking for a reliable, highly motivated, administrative assistant position at our Santa Clara program in San Jose, CA. 

AARS began providing services to Santa Clara County's Asian and Pacific Islander population in 1996. In 2014 AARS merged with HealthRight360, becoming a family of programs. Today our programs continue to provide culturally competent, gender-responsive services to Asian and Pacific Islander and other ethnic communities including Latinos and African Americans. We offer programs for youth, adults, and families in variety of settings, and in the client's preferred language.

The Administrative Assistant is responsible for assisting the organization located in San Jose, CA, with day-to-day functions which includes clerical, technical, and administrative support for the outpatient programs to ensure to ensure program compliance and efficiency. The Administrative Assistant is expected to provide high quality customer service to new and returning clients. This position requires an ability to maintain strict confidentiality and handle information with excellent customer services skills, tact, and diplomacy. All Administrative Assistants are cross-trained to assist multiple programs as needed.

Key Responsibilities

• Manage reception area while providing a sense of the AARS welcoming culture
• Scheduling appointments and placing appointment reminders 

• Answer and check general office phone line, direct messages to appropriate staff
• Tracking inventory of office supplies and ordering when needed
• Provides clerical support: data entry, audit preparation, photocopying, composing and sending memos/emails, developing tracking systems, maintaining and filing paperwork, updating and maintain logs etc.
• Maintain cleanliness of office, including staff lounge and kitchen and shared areas

• Prepare reimbursement requests, petty cash
• Complete all office purchase requisitions, check requests, etc.

Other Responsibilities
• Assist with event & meeting set-up and tear down, and other event-related logistics
• Support Program Managers and Directors as needed
• Perform other duties as assigned and expected of all staff

Education and Knowledge, Skills and Abilities

- Bachelor's degree in Business Administration or equivalent studies
- Demonstrated administrative and secretarial skills with one year of general office work experience preferred.
- Bilingual language capacity in threshold languages preferred (Vietnamese, Spanish)

- Availability: Office hours are Monday and Friday 9am - 6pm, Tuesday-Thursday 9am - 8pm.  Ability to work from afternoon shift once per week (minimum) is required.

- Computer Literacy: Skilled computer-based work tasks and uses technology to enhance job performance; Experience with electronic health record (Unicare, Welligent) a plus. 
- Attention to Detail: Strives to eliminate errors; Makes accurate work a priority; Seeks opportunities to improve performance.
- Teamwork: Accountable to team; Participates effectively in group- and team-work; Collaborates positively with other team members; Giving and accepting constructive criticism.

- Interpersonal Skills: Uses active listening and discussion skills to identify issues, ensure understanding, and facilitate problem solving; Works cooperatively with diverse groups; Deals with others in a pleasant and professional manner; Accurately assesses verbal and non-verbal cues.
- Time Management: Organizes and establishes priorities; Gets the job done in a timely manner.
- Reliability: Action-oriented; Accountable; Maintains focus; Punctual; Good attendance record; Meets deadlines.
-Tolerance for Stress, Ambiguity, and Change: Maintains composure even while under great pressure; Handles complex problems and change with minimal supervision; Demonstrates flexibility and versatility in achieving key goals and priorities.


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

Job Location