Bilingual Administrative Assistant

Job Description

Job Description

Agency Vision and Mission:  

At CHC, we believe in the promise and potential of every child, teen and young adult. Our mission is to transform young lives by providing culturally responsive, best-in-class learning and mental health services to families from diverse backgrounds regardless of language, location, or ability to pay. We specialize in ADHD, Learning Differences, Anxiety & Depression and Autism. 

Job Summary:  

The Bilingual Administrative Assistant provides administrative and scheduling support to Clinical Services including clinicians, psychiatry staff, clients, and families. This role requires strong judgment, discretion, accuracy, attention to detail, and the ability to prioritize multiple tasks while maintaining clear communication with internal and external stakeholders. The position handles confidential information, including protected health information, and requires excellent verbal and written communication skills in English and Spanish. 

Essential Duties and Responsibilities:   

General Administrative Support 

• Maintain complete confidentiality of protected health information and all sensitive information. 

• Proactively anticipate and address administrative, logistical, and operational needs that support the smooth functioning of clinicians and clinical services. 

• Work regularly from the San Jose office and provide occasional coverage in Palo Alto or Ravenswood as needed. 

Client Scheduling 

• Contact clients to cancel, reschedule or schedule appointments 

• Provide clerical support for clinicians and families such as receiving, faxing, scanning or photocopying documents 

• Support research into client eligibility for services, including clients who are turning 18 years old 

Psychiatry Scheduling 

• Schedule and reschedule clients for the psychiatry team 

• Manage the task request list from psychiatry team  

• Responding to client and clinician requests in a timely and professional manner  

• Set up appointment reminders and Zoom links for scheduled meetings and appointments 

• Use the appointment reminder system for psychiatric and evaluation services 

• Enter and maintain data in the electronic health record and Outlook 

• Provide administrative support to Psychiatry staff 

• Provide email and voicemail support to the psychiatry team when Spanish-language instructions need to be shared with clients or families regarding logistical aspects of care 

Other Administrative Duties  

• Greet clients and families and help them check in for their appointments 

• Process daily central administrative work requests, including online room scheduling, ordering of testing materials, and general administrative support to clinical staff. 

• Administer on-site and virtual County Consumer Perception surveys 

• Answer telephone calls and retrieve, respond to, and route voicemail and email messages as appropriate. 

• Order food for events and lunches; order office supplies for staff 

• Reserve rooms for events or staff as needed  

• Order tests from various companies for use by clinicians. 

• Provide back up support to other administrative assistants and front reception desk as needed. 

• Complete copying and fax projects. 

• Support class registrations, including manual and online registration processes. 

• Provide backup support for the Spanish intake line by routing callers to appropriate coverage staff or scheduling online booking screenings as needed 

• Perform other related duties as required and assigned.  

Job Qualifications:

• College degree or equivalent preferred.
• High level administrative support experience required, 3 years plus preferred.
• Proven experience managing calendars, events, and scheduling meetings.  
• Bilingual in Spanish required. 
• Excellent organizational skills, including filing, task prioritization, and time  management    
• Strong computer skills, including the ability to use spreadsheets, calendars, word processing, databases, email, presentation software, and video conferencing tools.
• Ability to work well under pressure and to effectively balance multiple demands. 
• Excellent interpersonal skills and a positive, service-oriented approach when interacting with clients, families, staff, board members, and external partners.
• Excellent verbal and written communication skills in English and Spanish.
• Ability to work independently and consistently exercise sound judgment when handling complex administrative and external issues.
• Ability to ensure and maintain confidentiality under HIPAA guidelines when interfacing with private health information. 
• Proficiency with Windows, Word, Excel, PowerPoint, Outlook, and Zoom; experience maintaining calendars and scheduling events and meetings.
• Ability to track/prioritize multiple simultaneous requests for working with English and Spanish speaking clients  
• Use language line services when clients or families have needs in languages other than English or Spanish.
• Ability to performs tasks with minimal supervision
• Ability to maintain effective working relationships with staff, clients, families, and external partners
• Demonstrates good judgment, discretion, accuracy, and attention to detail
• Previous Healthcare work experience. 
• Proficient experience using Electronic Health Record systems.  
• Previous experience handling high volume phone calls.  

Physical Requirements: 

• Significant daily use of computer. Located daily in our San Jose Office, with a schedule of 8:30-5:30 on most days but with some flexibility to adjust to 9am-6pm or 10am to 7pm. 

Special Job Requirements: 

• May occasionally be asked to work evenings or weekend days for special events. Must be able to drive to off-site meetings and events. 

Contact with Others:

• Frequent interaction with department staff and supervisor, CHC staff, donors, volunteers, temporary employees, Board members and Auxiliary.