Administrative Assistant

Full-time/Part-time position in Los Angeles

Job Purpose

The purpose of this role is to fulfill the duties essential to the execution of day-to-day operations of a non-profit community health center, training, and research institute at the forefront of advancing the professional practice of spiritually integrated behavioral health practices. This role requires a self-motivated, independent individual who has professionalism, basic familiarity with health practices, and Islamic concepts and theology.

Duties & Responsibilities 

  • Reviewing & improving scheduling processes that current receptionists conduct that include answering calls and scheduling clients for services, using the EMR system.

  • Manage receptionist staff. Coordinate all staff schedules, set up staff meetings, and take minutes.

  • Maintain a weekly check in with staff therapists to ensure all administrative and therapist task lists are getting completed.

  • Provide general clerical support to management, including mailing, scanning, faxing, copying and maintaining office supplies.

  • Troubleshoot administrative challenges.

  • Facilitate a smooth client/user experience in their seeking therapy services by reducing wait-times, appropriate triaging and transition to services.

  • Tracking beneficiary numbers to be reported to the Director of Operations for quarterly reports.

  • Assist in submitting medical insurance reimbursement and benefit claims.

  • Schedule and coordinate meetings, speaking engagements and travel for staff and guest speakers.

  • Assist with event planning and coordination for trainings, seminars and conferences.

  • Work on special projects from time to time.

  • Office management including organization and upkeeping of the site.

  • Logging, depositing checks and communicating with accounting regarding its categorization.

Qualifications and Skills 

  • A degree in the related area: Associate Degree Required, Bachelor’s Degree Preferred

  • Proficiency in MS Word, MS Excel, and MS Outlook a must

  • Knowledge of operating standard office equipment

  • Familiarity with Islamic theology, customs, rituals and rules

  • Excellent written and verbal communication skills

  • Ability to plan, prioritize and organize multiple/diverse projects and handle multiple demands paying close attention to detail

  • Able to work in under pressure and during busy hours of the day

  • Punctual, with attention to detail

  • 2 years of administrative or clerical experience preferred in a clinical setting

  • Experience with medical billing and healthcare setting office policies and procedures a plus

Working Conditions 

  • 20-25 Hours

  • Professional office setting, relaxed Islamic business attire

  • Working out of the Khalil Center Los Angeles office

  • Routinely use standard office equipment such as computers, phones, photocopiers & filing cabinets

Reports to

Executive Director & Director of Operations

Start Date

June 30th, 2023.

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