Administrative Coordinator/ Clinic Coordinator

Job Title: Administrative Coordinator/Clinic Coordinator
Location: Union City, CA
Job Type: Full-time

Company Overview:
Ascend is a leading healthcare service provider in the East Bay, renowned for its commitment to delivering exceptional care to children with special needs and their families. As a woman-driven, pediatric therapist-led organization, Ascend is dedicated to making a positive impact in the community. We are excited to announce the upcoming opening of our Union City outpatient clinicnd are seeking a dynamic Administrative Coordinator/Clinic Coordinator to join our expanding team.

Position Overview:
We are looking for a dedicated, detail-oriented professional with strong administrative and organizational skills to support daily clinic operations. The ideal candidate will have experience in healthcare administration, scheduling, and customer service. This role requires excellent multitasking abilities, a passion for helping others, and the capacity to thrive in a fast-paced, collaborative environment.

Key Responsibilities:

• Perform a variety of administrative duties, including scheduling appointments, answering phone calls, and responding to emails.
• Coordinate interviews, onboarding, and training programs for new staff.
• Maintain accurate records, manage online documents, and ensure timely filing and reporting.
• Assist the Clinic Coordinator in managing staff caseloads and client appointments.
• Support the director and therapist team with day-to-day responsibilities and special projects.
• Coordinate and book travel arrangements for staff and clients.
• Assist in planning and executing events, including follow-up tasks.
• Provide comprehensive support to staff, including equipment management and inventory control.
• Greet clients (both children and adults) and handle inquiries in a professional and welcoming manner.
• Prepare and distribute minutes of staff meetings, and manage the flow of forms and documents.
• Assist with bi-monthly cross-checking of client payments with billing.
• Create and maintain client files, ensuring data integrity and security.
• Provide backup support for the Clinic Coordinator and other administrative staff as needed.

Qualifications:

• Bachelor's Degree is highly preferred.
• Minimum of 2 years of experience in office administration or a related field.
• Strong communication, interpersonal, and time-management skills.
• Exceptional organizational and multitasking abilities.
• High attention to detail and accuracy.
• Proficient in Microsoft Office Suite and online tools such as Google Drive, Google Chat, and Zoom.
• Ability to work both independently and as part of a collaborative team.
• Customer service experience preferred; healthcare experience is a plus.
• Spanish language skills are preferred but not required.

Benefits:

• Comprehensive health benefits including Medical, Dental, and Vision insurance.
• 401(k) plan with company matching.
• Flexible spending account.
• Paid time off and employee discounts.
• Life insurance and additional benefits.

Schedule:

• Full-time position, Monday to Friday from 8:30am - 5:00pm at 29516 Kohoutek Way, Union City, CA 94587
• Ability to reliably commute to or relocate to Union City, CA, before starting work is required.

Why Join Us?
Ascend Rehab Services, Inc. offers a vibrant, inclusive, and innovative work environment that values work-life balance and fosters professional growth. Join our team and be part of a dedicated group making a real difference in the lives of special needs children and their families.

If you are a proactive, organized professional looking to contribute to a meaningful cause, we would love to hear from you!

How to Apply:
Please submit your resume and cover letter detailing your relevant experience and why you are interested in this position.