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Vinfen
Vinfen
1,001 – 5,000 Employees
HealthcareNon-profitSocial Impact
Vinfen is a nonprofit health and human services organization that has supported people and communities since 1977. Its community-based programs serve people living with mental health conditions, intellectual and developmental disabilities, brain injuries, autism, and other behavioral health challenges. Across more than 500 locations in Massachusetts and Connecticut, Vinfen delivers recovery and habilitation services, supported living, education and employment support, clinical and peer services, and crisis response. The organization serves approximately 14,000 people each year and brings together healthcare, social impact, and human services teams focused on advocacy, resilience, and self-determination. Its broader community work includes partnerships, volunteering, events, and fundraising.
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Clinic Administrative Assistant - Lowell, MA

Support front-desk operations at Vinfen’s outpatient mental-health and human-services clinic in Lowell. Manage client records, scheduling, communications, referrals, and administrative support for clinical staff.

USUnited StatesMAMassachusetts
$23 / hour
On-siteFull-timeMiddleSeniorEnglish RequiredAdministrative Assistant

Description

  • Run daily front-desk operations for the outpatient clinic
  • Welcome and direct visitors while delivering high-quality customer service
  • Respond to client and caller questions and support clients, families, and outside agencies with relevant information
  • Check clients in and out while collecting and tracking co-payments
  • Schedule appointments, send reminders, and coordinate related arrangements
  • Update and maintain client records in the designated system
  • Manage referrals and support initial paperwork and information collection
  • Assist with insurance verification activities
  • Use computers and office equipment while handling a high volume of telephone calls
  • Screen, prioritize, document, route, and follow up on incoming communications
  • Act as a liaison between clients and clinicians or prescribers
  • Coordinate telephone messages, mail, electronic communications, and faxes
  • Draft, edit, and distribute correspondence, memoranda, documents, and forms
  • Create word-processing documents, spreadsheet reports, and other informational materials
  • Maintain files and databases, copy documents, and oversee record-keeping activities
  • Process requests for client records
  • Attend meetings and prepare and distribute meeting minutes
  • Maintain clinicians’ and prescribers’ appointment calendars
  • Coordinate with prescribers on medication refills, laboratory orders and entries, transportation, medication orders, and other assigned tasks
  • Provide clerical, project, and administrative support to clinical staff and the Office Manager
  • Assist other areas as requested
  • Address first-level complaints, resolve issues independently when appropriate, and escalate matters that remain unresolved
  • Monitor supplies and maintain the appearance of the office
  • Follow clinic procedures and policies
  • Complete other related duties as assigned

Requirements

  • At least three years of administrative, clerical, or secretarial experience in a medical office environment
  • High school diploma or equivalent required
  • Bachelor’s degree preferred
  • Bilingual English and Spanish speakers are encouraged to apply
  • Obtain CPR certification within two weeks of hire
  • Obtain First Aid certification within two weeks of hire
  • CPSS certification required
  • Ability to lift at least 25 pounds using proper techniques
  • Proficiency with computers and office equipment, including calculators, copiers, and printers
  • Ability to remain stationary for approximately 50% of the workday
  • Ability to bend, reach, file, sit, stand, and move throughout the facility
  • Ability to speak, hear, and communicate with clients, staff, and external representatives
  • Adequate near, distance, color, peripheral, and depth vision, with the ability to adjust focus
  • Strong organizational and multitasking abilities
  • Ability to prioritize effectively and communicate clearly in speech and writing
  • Working knowledge of standard office practices and procedures
  • Sound judgment, independence, deadline management, and strict confidentiality
  • Strong interpersonal skills and the ability to work effectively with people from diverse backgrounds
  • Familiarity with general computer applications and office equipment
  • Knowledge of medical terminology and healthcare operations preferred

Benefits

  • Fully funded employer-sponsored 401(a) retirement plan with no employee contribution required
  • Employee-funded 403(b) retirement plan
  • Medical, dental, and vision coverage for eligible employees scheduled for at least 30 hours per week
  • Employer contribution toward medical insurance costs
  • Employer-paid life, accidental death and dismemberment, and long-term disability insurance
  • Employer-paid short-term disability insurance for eligible employees
  • Flexible spending reimbursement accounts for healthcare and dependent care
  • Voluntary term life, whole life, accident, critical illness, and hospital indemnity insurance
  • Generous paid time off for employees scheduled to work at least 20 hours per week

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