Administrative Assistant

Job title: Administrative Assistant

About the Role OBIC is a specialty medical clinic providing office-based buprenorphine treatment to individuals seeking recovery from opioid use disorder, along with support for other substance use disorders. The Administrative Assistant serves as the first point of contact for patients, visitors, and referral sources, and supports front-desk, patient coordination, clinic administration, and operations to ensure a safe, welcoming, and efficient clinic experience.

What You'll Do

• Serve as the primary point of contact for patients, visitors, referral sources, and community partners. Greet patients in a professional, welcoming, and respectful manner that promotes dignity and inclusion.
• Schedule, reschedule, and confirm patient appointments using Epic Hyperspace. Submit Timely Access reports through Epic Hyperspace.
• Manage patient flow throughout the clinic and communicate patient locations and movement to clinical staff. Notify clinicians promptly when patients arrive, move between care areas, or leave the clinic.
• Maintain accurate and confidential patient records in accordance with organizational and regulatory requirements.
• Foster a safe, supportive, and non-judgmental environment for all patients through trauma-informed, patient-centered approaches.
• Serve as the initial point of contact for patient concerns and assist in resolving issues appropriately.
• Maintain communication with referral sources and assist with patient intake and coordination activities.

What We're Looking For

• High School graduate and at least three years of related research/administrative experience in a large university, teaching institution, or healthcare environment, or an equivalent combination of education and experience.
• Proficient use of word processing skills, using MS Office for word processing, spreadsheets, and database management.
• Excellent oral, written, and telephone communication skills; experience with voicemail and e-mail systems.
• Strong interpersonal skills; experience working with diverse populations.
• Demonstrated good organizational abilities; ability to set priorities, work under pressure, meet deadlines, and work independently.
• Ability to maintain productivity while functioning independently and demonstrated excellent attendance and reliability.
• Successful completion of all required background screening processes.

Nice to Have

• Ability to speak, read, and write Spanish.
• Typing speed of 50 words per minute or greater; prior Epic Hyperspace experience.
• Prior experience in substance use treatment, behavioral health, addiction medicine, community health, or safety-net healthcare settings.
• Formal training in crisis intervention, conflict resolution, trauma-informed care, or de-escalation techniques.
• Prior experience within a university or academic healthcare system.
• Strong analytical and problem-solving skills.

Compensation & Benefits

• IAP Level Plan (target potential payout of $900, maximum of $1,800).