Clinic Coordinator

Central City Concern is an innovative nonprofit agency providing comprehensive services to single adults and families in the Portland metro area who are impacted by homelessness, poverty and addictions. We hire people that are skilled and passionate to meet our mission to end homelessness through outcome-based strategies which support personal and community transformation.

This position provides administrative, clerical, project and office support to the management and clinical team of the Old Town Recovery Center. Seamless support of the management and clinical team (comprised of the Program Director, Clinical Supervisors, Mental Health Counselors, Case Managers, Behavioral Health Assistants, and Peer Support Specialists) ensures efficiency, quality, and productivity of clinic management processes.

Schedule: Monday - Friday, 8am - 4:30pm

Location: Old Town Recovery Center (33 NW Broadway, Portland, OR 97209)

Compensation: starting at $24.52 per hour

MINIMUM QUALIFICATIONS:

• Must have GED or High School diploma.
• Must have at least two years administrative support experience in a medical or social service setting.
• Excellent computer skills and high proficiency in Microsoft Office Suite.
• Must be able to type 35 wpm.
• Must be able to work efficiently in a very fast paced environment.
• Must have a high tolerance for ambiguity and change.
• CPR certification required prior to start.
• Physical ability to bend, stoop, kneel, squat, twist, reach, pull and occasionally lift 25 lb
• Ability to adhere to Central City Concern's drug-free workplace which encourages a safe, healthy and productive work environment and strictly complies with the Drug-Free Work Place Ace of 1988.An employee shall not, in the workplace, unlawfully manufacture, distribute, dispense, possess or use a controlled substance or alcohol.
• Bi-lingual Spanish speaking preferred.
• Must pass a pre-employment drug screen, TB test, and DHS background check.
• Must adhere to agency's non-discrimination policies.
• Ability to effectively interact with co-workers and clients with diverse ethnic backgrounds, religious views, political affiliation, cultural backgrounds, lifestyles, and sexual orientations and treat everyone with respect and dignity.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Duties

• Arranges meetings and events as directed, including securing location, arranging, and setting up of necessary equipment and supplies. (This would include webinars, skype, laptop, projector, relative packets/information etc.). Notifying participants, creating agenda, keeping minutes, and completing other reports as directed.
• Manages clinic conference and session room schedules and reservations.
• Project and special event coordination for the clinic including staff appreciation, celebrations, annual extravaganza, and retreat.
• Completes accounts payable for clinic expenditures. -
• Onboarding and De-boarding of new staff. Organizes appropriate orientation schedule, trainings and equipment (e.g., phones, fobs, keys, signature stamps and etc.) for all new clinic employees, Residents & students. Ensures schedule matches training times. Provides overview of UKG and ShoreTel.
• Completes a variety of computer-based tasks related to documentation in the appropriate format. Examples include but are not limited to typing correspondence, memos, and reports; completing applications; data entry; registration and billing; creating charts, graphs, and reports (such as daily ER, weekly appointment & monthly referral & third next available reports)
• Works with the EHR team on coordination and creation of provider transition letters and other health outreach letters to patients.
• Completes administrative duties related to travel, training, timekeeping, license renewals, subscriptions, dues, and other appropriate administrative functions.
• Responsible for ensuring that all Old Town Recovery Center business and appointment cards are up-to-date, accurate and ordered as needed. Keeping standard clinic forms/cards/information stocked.
• Maintains the clinic's staff contact lists and rosters.
• Creates signage and promotional material for clinic as needed, including brochures and announcements.
• Represent the clinic on the CCC safety committee. Attends monthly meeting.
• Adhere to all state and federal privacy regulations, including HIPAA and 42 CFR Part 2, and to CCC policies and agreements regarding confidentiality, privacy, and security. Support compliance with all privacy and security requirements pursuant to community partners' and outside providers' patient confidentiality agreements, including privacy and security requirements for EMR access. This includes immediately reporting any breach of protected health information or personal identification information of any person receiving CCC services by CCC or an outside provider to the CCC Compliance Department, as well as to your supervisor or their designee.

Excellent Customer Service

• Receives all internal and external customers to the clinic in a friendly, professional, and courteous manner.
• Personally responds to non-technical/non-clinical questions regarding the teams and clinic.

Manage Projects as Assigned

• Completes projects as outlined by supervisor or designee in a timely manner.
• Research information needed to complete projects.
• Makes suggestions for strategies that would improve the administrative processes within the team, department, and/or clinic.
• Attends all mandatory CCC trainings and meetings in a timely manner.

DESCRIPTION OF OTHER DUTIES:

• Monitors second floor waiting room, providing information to patients and makes confirmation calls if short reception staff when available.
• Performs other duties as assigned.

SKILLS & ABILITIES:

• Outstanding customer service skills.
• Experience with office machines (fax, photocopier, phone systems) required.
• Proficient in Microsoft Office software (Word, Excel, and Outlook).
• Ability to communicate effectively both orally and in writing.
• Ability to work independently and as part of a team.
• Ability to use reason and logic to problem solve and make decisions.
• Ability to display a non-judgmental attitude and a willingness to learn new skills.
• Ability to manage time and meet deadlines.
• Ability to work courteously and effectively communicate with customers, employers and co-workers.
• Ability to maintain professionalism when dealing with difficult customers.
• Strong organizational skills and ability to multi-task a must.
• Ability to perform simple arithmetic computations.
• Ability to maintain accurate records and necessary paperwork.
• Sufficient manual dexterity and physical ability to perform assigned tasks.

BENEFITS: Central City Concern offers an incredible benefits package to our Regular/FT employees

• Generous paid time off plan which provides up to 4 weeks of PTO accrual in the first year. Accrual increases with longevity.
• Amazing 403(b) Retirement Savings plan with competitive employer match with 4.25% in the first year, 6% in the second year, and 8% in the 3rd year.
• 11 recognized Holidays + 2 Personal Holidays
• Comprehensive Medical, Vision, and Dental insurance coverage.
• Employer Paid Life, Short Term Disability, AND Long Term Disability Insurance!
• Excellent relocation package for those roles that qualify.
• Sabbatical Program offering extended time off at years 7, 14, and 21.

This description is intended to provide a snapshot of the work performed and is not designed to contain a comprehensive inventory of all duties, responsibilities, and qualifications required of the position.

As an agency deeply rooted in recovery, part of our policy and commitment to a drug and alcohol-free workplace includes post-offer, pre-employment drug screens. Please note we follow Federal Guidelines regarding prohibited substances, even for those legal at the state level.

Central City Concern is a second chance employer and complies with applicable laws regarding consideration of criminal background for employment purposes. Government regulations, contractual requirements, or the duties of this job may require CCC to conduct a background check and take appropriate action to address prior criminal convictions.