OBIC is a specialty medical clinic providing office-based buprenorphine treatment to individuals seeking recovery from opioid use disorder as well as offering support and treatment options for other substance use disorders, such as alcohol use disorder and stimulant use disorder. Our mission is to provide compassionate, evidence-based care to a diverse patient population, many of whom face significant social, economic, and housing challenges. The Administrative Assistant serves as the first point of contact for all patients, visitors, and referral sources and plays a critical role in shaping the patient experience. This position requires a highly organized, patient-centered individual who can maintain professionalism, compassion, and composure in a fast-paced clinical environment. Given the unique nature of our patient population, successful candidates must demonstrate patience, empathy, strong interpersonal skills, and the ability to effectively manage challenging situations while maintaining a safe and welcoming environment. This role combines front-desk reception, patient coordination, clinic administration, and operational support responsibilities and is essential to the daily functioning of the clinic. 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 the use of 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. Key Responsibilities
List key functions and the estimated percentage of lime spent performing each of the position's. Indicate which responsibilities are considered "Essential" to the successful performance of the job as defined by the EEOC: "Essential functions are the basic job duties that an employee must be able to perform...You should carefully examine each job to determine which functions or tasks are essential to performance." The following website can provide guidance.- http://ucsfhr.ucsf edulindex.phpldismgmt:larticle/1205 Example:
25% Essential/Yes - Administration:. Under general supervision, oversee all aspects of the administrative office; Interact with university officials, faculty, staff and representatives from outside agencies; Assist in the preparation and coordination of Federal and non-federal grant applications from initial submission to annual progress reports; Prepare and track purchasing and payment authorizations %
of time
Essential
Function Key Responsibilities
(Y*1NJ To be completed by Supervisor
30 YES Administrative Front-Desk Support
Perform front-desk support for day clinic from 1030am-4pm, Monday to Friday.
Perform front-desk support for evening clinic from 4pm-7pm, Monday to Friday
Answer and direct incoming telephone calls and respond to patient inquiries.
Conduct appointment reminder calls and assist with patient follow-up communication.
Perform routine administrative duties including typing, printing, photocopying, scanning, faxing, filing, and document management.
Prepare, organize, and maintain clinic forms, patient documentation, and program materials.
Manage incoming and outgoing correspondence, including email communications.
Maintain patient coffee and hospitality station throughout the day to ensure a welcoming environment.
Schedule patients using Epic Hyperspace and submit Timely Access information through Epic Hyperspace.
25 YES Clinic Operations and Office Maintenance
Monitor and coordinate maintenance of office equipment, including computers, phones, printers,and related systems, including setting up Zoom on ipads.
Asisist with vendor communications and service requests.
Research, order, and maintain office and clinical supplies.
Ensure front office areas remain organized, professional, and operational at all times.
Support operational workflows and special projects as assigned..
20 YES ClericalSupport
Perform urine toxicology (UTOX) testing as requested and within established clinic procedures.
Support clinicians and administrative leadership with operational and patient-care related tasks as
required.
Maintain confidentiality and compliance with all applicable policies and procedures.
Utilize effective communication, conflict resolution, and de-escalation techniques when interacting with patients experiencing distress or challenging circumstances.
Promote a safe environment for patients, visitors, and staff.
Report safety concerns and incidents in accordance with clinic policies.
Participate in relevant training related to patient engagement, trauma-informed care, and workplace
safety.
20 YES Patient Coordination :
Provides support to patients, including but not limited to: greeting, scheduling, and directing patient flow; maintaining active dialogue with clinical referral sources: updating and maintaining confidential clinical records (patient charts): creating a safe office environment that demonstrates support and unconditional positive regard for patients; acting as the first point of assessment for patient issues within the clinic; and assisting in monitoring visitor flow through patient care areas. Be aware of where patients are, which room they're in and facilitate co-ordination of patient visit.
5 YES Performs other duties as assigned.
I I
100% (To update rora/ %, enter the amount of time In whole numbers (without the ' symbol - e.g., !
15, 20) then highlight the rora/ sum (e.g., 1%) at the bottom of the c.o/umn and press F9. The i
.............................i. .......................rorasl um.should.add upto.100%.)
Required Qualifications:
High School graduate and at least three years of related research/administrative experience in a large university, teaching institution , or health care environment, or an equivalent combination of education and experience Proficient use of word processing skills, using standard PC software (MS Office) for word processing, spreadsheets, and database management Excellent oral, written , and telephone communication skills. Experience with voice-mail and e-mail systems Strong interpersonal skills. Experience working with populations that are diverse in gender, sexual orientation, and ethnicity Demonstrated good organizational abilities. Ability to set priorities, work well under pressure, meet deadlines , and work independently Ability to maintain productivity while functioning independently Demonstrated excellent attendance and reliability Successful completion of all required background screening processes. A preliminary job offer and assignment may be extended pending successful background clearance.
Preferred Qualifications:
Ability to speak, read, and write Spanish. Work with accuracy in a fast-paced environment; possess strong analytical skills and the ability to prioritize amongst multiple demands. Prior UC experience. Ability to type 50wpm (net) using work processing software. Previous experience using Epic Hyperspace strongly preferred. Prior experience working in substance use treatment, behavioral health, addiction medicine, community health, or other safety-net healthcare settings. Formal training in crisis intervention, conflict resolution, trauma-informed care, or de-escalation techniques. Ability to speak, read, and write Spanish. Experience working in a fast-paced clinical environment requiring frequent multitasking and prioritization. Prior experience within a university or academic healthcare system. Typing speed of 50 words per minute or greater. Strong analytical and problem-solving skills. Required Qualifications:
High School graduate and at least three years of related research/administrative experience in a large university, teaching institution , or health care environment, or an equivalent combination of education and experience Proficient use of word processing skills, using standard PC software (MS Office) for word processing, spreadsheets, and database management Excellent oral, written , and telephone communication skills. Experience with voice-mail and e-mail systems Strong interpersonal skills. Experience working with populations that are diverse in gender, sexual orientation, and ethnicity Demonstrated good organizational abilities. Ability to set priorities, work well under pressure, meet deadlines , and work independently Ability to maintain productivity while functioning independently Demonstrated excellent attendance and reliability Successful completion of all required background screening processes. A preliminary job offer and assignment may be extended pending successful background clearance.
Preferred Qualifications:
Ability to speak, read, and write Spanish. Work with accuracy in a fast-paced environment; possess strong analytical skills and the ability to prioritize amongst multiple demands. Prior UC experience. Ability to type 50wpm (net) using work processing software. Previous experience using Epic Hyperspace strongly preferred. Prior experience working in substance use treatment, behavioral health, addiction medicine, community health, or other safety-net healthcare settings. Formal training in crisis intervention, conflict resolution, trauma-informed care, or de-escalation techniques. Ability to speak, read, and write Spanish. Experience working in a fast-paced clinical environment requiring frequent multitasking and prioritization. Prior experience within a university or academic healthcare system. Typing speed of 50 words per minute or greater. Strong analytical and problem-solving skills. |
University of California - San Francisco
57,532.8 - 81,848
Jul 01, 2026