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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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Part-Time Clinic Administrative Assistant – Lowell, MA

Support front-desk and administrative operations for Vinfen’s outpatient mental-health clinic in Lowell. Coordinate appointments, records, referrals, client services, and clinical office support.

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

Description

  • Run daily reception operations for the outpatient clinic
  • Welcome visitors and direct them to the appropriate area
  • Answer client and caller questions while delivering courteous service
  • Support clients, families, and external agencies with relevant information
  • Complete client check-in and checkout procedures
  • Collect and monitor client co-payments
  • Schedule appointments and manage reminders and coordination
  • Maintain accurate client information in the designated records system
  • Coordinate referrals and support initial forms and information collection
  • Assist with verifying insurance coverage
  • Use computers and standard office equipment effectively
  • Manage and screen a high volume of calls and other communications
  • Organize incoming work, route requests, document actions, notify the supervisor, and follow up
  • Connect clients with clinicians and prescribers as needed
  • Coordinate messages, correspondence, mail, electronic communications, and faxes
  • Draft, revise, and distribute letters, memoranda, forms, and other documents
  • Create word-processing materials, spreadsheet reports, and related information
  • Organize files and databases, copy materials, and maintain accurate records
  • Handle and process requests for client records
  • Participate in meetings and prepare and circulate minutes
  • Maintain clinicians’ and prescribers’ appointment calendars
  • Coordinate with prescribers on refills, laboratory orders, transportation, medication orders, and other clinic tasks
  • Provide clerical, project, and administrative assistance to clinical staff and the Office Manager
  • Assist other departments and work areas when requested
  • Address initial complaints and issues independently when possible, escalating unresolved matters
  • Monitor supplies and maintain a professional office environment
  • Follow all clinic policies and operating procedures
  • Complete other related responsibilities as assigned

Requirements

  • At least three years of administrative, clerical, or secretarial experience in a medical office
  • High school diploma or equivalent
  • Obtain CPR certification within two weeks of hire
  • Obtain First Aid certification within two weeks of hire
  • CPSS certification
  • Strong organization and multitasking abilities
  • Ability to set priorities effectively
  • Customer-focused communication skills
  • Clear and effective oral and written communication
  • Understanding of standard office practices and procedures
  • Sound judgment in routine and complex situations
  • Ability to work independently and meet deadlines
  • Ability to protect confidential information
  • Strong interpersonal skills and effectiveness with people from diverse backgrounds
  • Familiarity with common computer applications and office equipment
  • Ability to lift at least 25 pounds using proper lifting techniques
  • Ability to remain stationary for approximately 50% of the workday when required
  • Ability to bend, reach, file, sit, stand, and move throughout the facility
  • Ability to speak, hear, and communicate with clients, staff, and external representatives
  • Specific visual capabilities including near, distance, color, peripheral, and depth perception, plus focus adjustment
  • English/Spanish bilingual applicants are encouraged to apply, but bilingual ability is not required
  • Bachelor’s degree preferred but not required

Benefits

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

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