Administrative Assistant

Assistant Job Posting

Our Assistant will be responsible for maintaining orderly clinical documentation and will play a key role in facilitating donor interactions. This may include organizing donor/patient charts, filing, and interacting with donors via phone, email, and in-person during clinic appointments. Attention to detail and good interpersonal skills are requirements for this role. Applicants should have familiarity with Google Suite, Microsoft Word, Excel, and have the ability to work in clinical management and inventory management systems. Familiarity with Electronic Medical Record or Donor Management systems is an asset.

Donation Appointment Preparation:

Manage appointment scheduling module on website

Enter appointments and donor data into the donor management system

Gather charts for upcoming donation appointments

Print appropriate forms and labels for donations

Complete paperwork with appropriate donation information

Interact with donors to schedule, prepare, and remind them of appointments

Complete Donation Charts:

Scan post donation charts into the donor database

Organize forms and paperwork within donor charts

File charts

Facilitate New Donors:

Monitor website for new donor appointments

Create profiles in the donor management system

Interact with prospective donors in a positive and professional manner

Perform additional office management duties for the business including but not limited to

Ordering and maintaining office supplies

Ordering, monitoring, and maintaining donor snacks

Maintaining a clean, orderly, professional donor center environment

Ensuring and maintaining the well-being, safety, confidentiality, and privacy of all donors during their participation in the donor program.

Qualifications:

Diploma or Associate Degree in Healthcare, or equivalent 3 years of clerical experience.

Minimum of 2 years of clerical experience. Prior medical experience as a secretary in a hospital or clinic environment preferred. An understanding of the regulatory and privacy issues that pertain to patient and donor management is an asset.

Familiarity with Electronic Medical Records and Production management software is preferred.

Ability to manage multiple priorities enhanced by strong organizational, time management and problem-solving capabilities.

Advanced administrative skills including proficiency using technology, software, and databases. Proficiency in Google Suite and Excel is preferred.

Strong interpersonal and customer service skills are essential.

Personal Attributes:

Willingness to learn and assume new responsibilities.

Strong interpersonal, communications (verbal and written; listening) and collaborative skills to build and maintain positive relationships with a variety of professional, technical and non-technical staff.

Self-motivated and independent work ethic.

Flexibility and willingness to adjust duties to fit the evolving needs of a vibrant, expanding organization.

Ability to handle multiple tasks in a fast-paced environment.

Exemplify values of trust, integrity, and ethics

Job Type & Location:

This is a Contract position based out of Emeryville, CA.

Pay and Benefits:

The pay range for this position is $36.00 - $40.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type:

This is a fully onsite position in Emeryville, CA.

Application Deadline:

This position is anticipated to close on Sep 3, 2026.