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.