At DAP Health, we are committed to transforming lives and advancing health equity for all. As a leading nonprofit health care provider, we deliver compassionate, high-quality care to the diverse communities of the Coachella Valley and San Diego County. Our comprehensive services range from primary care to mental health, wellness programs, and beyond, with a focus on those who are most vulnerable. Joining our team means becoming part of a passionate, innovative organization dedicated to making a meaningful impact in the lives of those we serve. If you're looking for a dynamic and purpose-driven environment, we invite you to explore the opportunity to contribute to our mission.
We encourage internal DAP Health candidates to apply.
Job Summary
The Wellness Center Administrative Assistant performs a variety of clerical and administrative duties in the Client Wellness Center. The Administrative Assistant shall serve as a liaison between other departments or clients and the Wellness Center, providing information on services and answering general questions about the Wellness Center. They will also be responsible for maintaining the order of the department shared spaces.
Essential Duties/Responsibilities
- Monitor internal referrals in the Electronic Health Record (EHR), contact new referrals, and schedule for services
- Monitor Wellness Center appointment schedules, including cancellations, and contact waitlist to minimize unfilled appointments
- Check patients in and out for department visits using the electronic health system
- Coordinate with volunteers or staff to establish or amend schedules for individual client activities (acupuncture, massage, reiki, etc.)
- Coordinate with volunteer services to report volunteer hours as needed
- Act as the first point of contact between the public and the Wellness Center, providing information on services and answering general department questions
- Ensure the office runs smoothly when the Wellness Center Manager is out of the office
- Serve as the coordinator for the art program, organizing the display for client artists and facilitating any sales
- Set up and break down materials (e.g. arranging tables, chairs, or refreshments) for presentations or support groups. Keep room spaces orderly within the department
- Set up Wellness Center for the day; print schedules for volunteers and make coffee for the client coffee corner
- Digitally organize group sign in sheets and individual appointment logs for the purpose of aggregating departmental data
- Manage and organize Wellness Center supply inventory, including coffee, massage therapy supplies, and other essentials
- Monitor any defective items in the Wellness Center and place a facilities request to ensure items are in working order
- Work as a team member to plan, organize, and conduct department events
- Assist with tracking and reporting of departmental data and strategic goals
- Complete payment distribution requests to ensure vendors are paid in a timely manner
- Assist with flyer creation to promote wellness groups or activities
- Effectively work with clients in a supportive, empathetic, non-judgmental manner
- Perform other duties as assigned
Supervisory Responsibilities: None
Required Skills/Abilities
- Computer literacy
- Knowledge of Microsoft Office 365, including Teams, Lists, Bookings, and Excel
- Proficiency of, or ability to learn the use of, the electronic health system EPIC, as well as HCC (HIV Care Connect)
- Able to represent the department professionally in written and verbal communication
- Ensure compliance with HIPAA laws and program policies
- Candidate must demonstrate an understanding of how HIV, substance use, mental health, stigma, and social determinants of health may affect clients' access to and engagement in care and provide all client interactions with compassion, cultural humility, and a non-judgmental approach.
Education and Experience
- Experience working in public service capacities
- Experience working with social services programs or in office settings
- Preferred: Experience with accurate data collection, data entry, recordkeeping, and basic reporting
- Preferred: Experience tracking information and preparing basic reports using Excel, Power BI, or similar tools
- Current BLS certification obtained through the American Heart Association or American Red Cross
Working Conditions/Physical Requirements
- This position is on-site at DAP Health Sunrise
- Ability to lift 24 pounds
- Operates in an office setting and requires frequent times of sitting, standing, moving chairs/tables, repetitive motion, and talking