Administrative Assistant

Hourly Salary: $23.62/hour - $25.27/hour

Position Summary

Under the general supervision of the School-Based Health Center (SBHC) Program Manager and the site's Nurse Practitioner, the Administrative Assistant provides administrative and patient support services to ensure the efficient daily operation of the School-Based Health Center. This role is responsible for delivering excellent customer service, coordinating patient registration and scheduling, maintaining accurate electronic health records, supporting patient flow, and assisting with clinic operations while ensuring compliance with organizational policies, HIPAA, and applicable regulatory requirements. This is a clerical position with no supervisory responsibilities.

Children's Aid Mission

To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children's Aid annually serves children and their families at over forty sites in New York, as well as through three national program models. Children's Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children's health, family stability, education, and social and emotional development.

Culture and Values

We put children, youth, and families first: We listen to and incorporate the voices of children, youth, and families in all that we do.

We seek equity and transformation in our communities: We courageously work within and outside systems to create opportunities for children, youth, and families.

We strive for excellence: We hold ourselves to the highest standards and are committed to continuous learning and improvement.

We are powered by collaboration: Our work is stronger when we trust, partner, and respect each other and the communities we serve.

We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Essential Duties and Responsibilities

Patient Registration & Customer Service

• Greet patients, families, visitors, and guests, ensuring they receive prompt, courteous, respectful, and confidential service.
• Observe patients upon arrival and direct them to the appropriate medical provider.
• Monitor the patient flow system to ensure walk-in and scheduled patients are processed efficiently and communicate any workflow concerns or system issues to the SBHC Program Manager.
• Promptly notify medical providers of acutely ill patients requiring immediate attention.
• Serve as a patient advocate by assisting patients and families throughout the registration and appointment process.
• Demonstrate the ability to interact effectively with children, adolescents, families, and individuals from diverse cultural, social, and economic backgrounds.

Scheduling, Registration & Medical Records

• Schedule, confirm, and manage patient appointments, including following established protocols for missed appointments.
• Register patients and maintain accurate electronic health records, including demographic information, registration forms, address updates, referral documentation, and referral tracking.
• Verify patient addresses, telephone numbers, emergency contact information, health insurance status, and other required demographic information during each patient visit.
• Organize, distribute, collect, review, and maintain patient documentation, including consent forms, 504 forms, and other required records.
• Assist patients with enrollment in the patient portal and support completion of required patient surveys and forms, including Patient Satisfaction Surveys, Rapid Assessment for Adolescent Preventive Services (RAAPS), and other organizational initiatives.
• Support implementation and use of electronic systems that facilitate patient registration, scheduling, and clinic workflow.

Clinic Operations & Administrative Support

• Collaborate with health center staff to recall patients requiring medical, dental, or behavioral health services, as applicable.
• Assist with clinic clerical functions and administrative projects as assigned by the Site Manager or Supervisor.
• Maintain office supply inventory and coordinate ordering and restocking of supplies.
• Complete purchasing card (pCard) reconciliation documentation accurately and within established timelines.
• Keep the Site Manager or designated supervisor informed of operational issues or concerns affecting daily responsibilities.
• Participate in School-Based Health Center outreach activities, including Open Houses, Parent-Teacher Conferences, and other school or community events.

Clinical Support & Compliance

• Provide coverage for the Medical Assistant when needed by assisting with first aid care and preparing patients for medical visits, including obtaining vital signs, in accordance with training, organizational policies, and scope of responsibility.
• Maintain compliance with HIPAA and all applicable privacy, confidentiality, and organizational policies and procedures.
• Support accurate documentation and compliance with clinic standards and regulatory requirements.
• Perform other related duties as assigned.

Minimum Qualifications

• High School Diploma or equivalent required.
• Bilingual English/Spanish required.
• Proficiency with Microsoft Office applications, including Word and Excel.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Ability to communicate effectively and provide professional customer service to children, adolescents, families, and individuals from diverse cultural, social, and economic backgrounds.
• Prior experience working in a medical office or clinical setting preferred.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.