Front Office Administrator

Job Description

Job Description

Front Office Administrator

Be the Welcoming Face of The Source

Full-Time | Non-Exempt
Reports to: Clinic Director

Help Create a Welcoming Experience from the Very First Moment

Are you organized, dependable, and someone who genuinely enjoys helping people? Do you thrive in a fast-paced environment where attention to detail, compassion, and excellent customer service all matter?

The Source is seeking a Front Office Administrator to support the daily operations of the front office.

The Front Office Administrator has responsibility for the daily operations of the front office, including scheduling, coordination of volunteer procedures, and clinical services support.

What You'll Do

In this role, you will:

• Ensure opening and closing procedures are ready for operation, including ensuring lobby and counseling rooms are ready to receive clients and kept tidy throughout the day.
• Greet, receive, and assist all visitors, including clients, donors, volunteers and vendors.
• Provide intake forms for new clients, provide evaluation forms at end of appointments.
• Maintain client appointment schedule; schedule appointments, confirm upcoming appointments, manage appointment reminder system.
• Answer phones and voicemails, refer callers to appropriate resources, take messages.
• Assisting with training front office staff and/or volunteers.
• Review and respond to emails and correspondence in timely manner.
• Sort and distribute mail, including file, copy, or fax when necessary.
• Maintain Outlook calendar for the office, including volunteer and staff schedules, doctor and sonographer schedules, special events, Bible studies, group classes, etc.
• Maintain all client files; includes entering all files into database, updating after each client visit, closing files, updating birth information monthly, scanning and destroying paper files in compliance with policies and procedures.
• Call in prescriptions for prenatal vitamins as needed.
• Assemble positive/negative packs and update flyers as needed.
• Maintain Masters binder and server folders with current versions of all documents.
• Ultrasound appointments: prepare folders, confirm appointments.
• Baby Boutique: receive and store donations, issue receipts, write thank you notes.
• Help distribute material assistance to clients and maintain Material Assistance log.
• Maintain waiting lists and registrations for various programs, such as premarital counseling, Practical Fatherhood, etc.
• Train, delegate tasks, set schedule, and supervise front desk volunteers.
• Maintain strict confidentiality and professionalism when handling sensitive client information.
• Maintain clean, orderly reception area and waiting rooms.
• Restock supplies as needed, and inform Clinic Director when new supplies need to be ordered.
• Establish positive working relationships with staff members and volunteers.
• Complete all training.

Could This Be the Right Opportunity for You?

We're looking for someone who meets the following qualifications:

• High School Diploma or equivalent required.
• 2+ years of experience in a clinic setting or social services organization.
• Bilingual in English and Spanish, strongly preferred.
• Electronic medical record experience, strongly preferred.
• Have experience with Microsoft Office computer applications.
• Exhibit excellent organizational skills.
• Be self-motivated, dependable, and responsible.
• Work well in a fast-paced environment.
• Excellent verbal and written communication skills.
• Attention to detail.
• Committed to providing the highest quality of customer service.
• Comfortable taking sensitive phone calls with vulnerable clients.
• Demonstrate compassion, cheerfulness, and professionalism.

Ministry Alignment

As a ministry of The Source, candidates must:

• Be a committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord.
• Exhibit strong commitment and dedication to the sanctity of human life and sexual purity.
• Agree with and be willing to uphold the Statement of Principle, Statement of Faith and policies of the center.

Ready to Make an Impact?

If your experience, strengths, and heart for serving others align with this opportunity, we encourage you to apply and explore how you can be part of the work happening at The Source.

Join a team committed to creating an environment where every person who walks through our doors is welcomed with compassion, professionalism, and care.