Administrative Assistant - Clinical Services

Responsibilities: Provide administrative support within the department by taking initiative and carrying out projects on time within the delegated scope of authority. Establish, maintain, and update files, databases, records, and other documents; develop, maintain, and perform routine analyses and calculations of data for internal reports. Compose and prepare highly specialized correspondence. Serve as a liaison with other departments to resolve day‑to‑day administrative and operational problems. Respond to internal and external inquiries by phone, email, and in person and redirect as needed. Compile and prepare documents for appeals, state‑level fair hearings for eligibility, discussions with attorneys and judges, as well as other legal issues such as subpoenas for records and court‑ordered evaluations. Assist manager and staff in problem solving, project planning, and execution of stated goals and objectives. Attend meetings as assigned; prepare, edit, and distribute agendas and/or minutes of meetings. Schedule and coordinate meetings, events, appointments, and other activities for the supervisor. Maintain files and confidential material for the Director, Clinical Services. Coordinate clinical service unit activities and staff schedules. Perform assigned functions in processing documents for final approval. Collect information for data, compile reports in support of assigned projects and research activities. Gather background material to establish the need for further diagnostic genetic studies, check with Manager, Clinical Services for unusual requests, and have direct discussions with families and persons at risk. Coordinate authorization and payments for amniocentesis. Review and process requests for medical consent. Track completion of eligibility reports from clinical staff. Prepare and finalize specialized assessment medical and psychological reports when necessary. Prepare and maintain files for personnel supported by the Mortality Review Committee. Maintain and coordinate registration conferences for continuing education for staff, and make necessary travel arrangements. Assist other members of the Management Advisory Committee (MAC) as requested. Act as backup support to Executive Administrative Assistant and Administrative Assistant—Regional Center Services as needed. Participate in special projects and assist with additional duties or tasks as assigned. Maintain all client information as confidential in compliance with HIPAA and the California Lanterman Act.

Education/Experience: College education or equivalent. Relevant work experience in healthcare field preferred.

Desired Qualifications: Experience in multicultural settings and/or multilingual capacity.

Benefits: Medical and Dental benefits with generous employer contribution; additional employer‑paid Life, Disability and Vision coverage; 10% employer contribution to 403(b) retirement account; 13 vacation days, 15 sick days, 11 paid holidays, 6 personal holidays, and up to 5 paid days for continuing education.

How to Apply: Submit your application and most recent résumé. Attach a cover letter if relevant. Applications are reviewed on a rolling basis. Golden Gate Regional Center is an Equal Opportunity Employer.