LifeLong Medical Care

  • Medical Administrative Assistant/Project Coordinator

    Job Locations US-CA-Berkeley
    Posted Date 2 weeks ago(2 weeks ago)
    # of Openings
  • Overview

    LifeLong Medical Care has an exciting opportunity for a dynamic Medical Administrative Assistant/Project Coordinator to join the team in Berkeley! This is a full time benefited position. The Administrative Assistant provides professional organizational and administrative support to the CMO, his/her delegates and Associate Medical Directors (AMD). The incumbent will also represent the CMO with all levels of staff, the Board of Directors and external agencies. The incumbent will coordinate internal programs and projects, manage On-Call provider scheduling and support the annual review process. He/she is also responsible for producing meeting minutes, correspondence, reports and other duties as requested in support of the CMO, his/her delegates and Associate Medical Directors (AMD).


    LifeLong Medical Care is a large, multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have 16 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more. LifeLong Medical Care is an Equal Opportunity Employer.



    We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including nine paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan.  


    • Writing and research – support the administrative needs of the clinical leaders –generating communications, correspondence, presentations, scheduling, meetings and travel arrangements. Research, organize and manage projects as needed under the direction of the CMO or his/her delegates.
    • Interpersonal skills— serve as key point of contact for clinical staff and is expected to build strong relationships with clinical and non-clinical staff.
    • Scheduling – manage on-call provider scheduling. Require to schedule events and meetings as requested.
    • Deadlines – manage important department deadlines for the clinical staff, including supporting the providers’ annual review process as well as assisting in maintaining schedules and progress of CMO projects.
    • Document production and management – draft, format, edit, retrieve, and electronically file and track documents, reports and presentations; must also be able to route documents successfully through an established approval process; must be able to maintain databases, including managing the SharePoint Provider Portal.
    • Technical expertise – must be proficient and comfortable setting up conference calls, video conference calls, video presentations, and manage any other available technology.
    • Event planning – coordinate internal LifeLong Clinician Association (LCA) and Continuing Medical Education (CME) programs. Ensure agendas are set and distributed, space is arranged, minutes are taken, and refreshments are provided when appropriate. Attend all appropriate administrative meetings and coordinate organization-wide special events.
    • Discretion – must be able to maintain confidentiality. Handle high-level inquiries and routes request appropriately.
    • Training – maintain professional and technical knowledge by attending workshops, reviewing professional publications, and participating in professional organizations.
    • Other duties as assigned.


    • Ability to prioritize tasks, manage projects and work under pressure in a positive, friendly and supportive manner.
    • Strong organizational, administrative and problem-solving skills, and ability to be flexible and adaptive to change.
    • Excellent interpersonal, verbal, and written skills, ability to effectively present information to others, including other employees, community partners and vendors.
    • Ability to work with individuals and organizations at the local level to build support.
    • Ability to seek direction/approval on essential matters, yet work independently with little onsite supervision, using professional judgment and diplomacy.
    • Work in a team-oriented environment with a number of professionals with different work styles and support needs.
    • Conduct oneself in internal and external settings in a way that reflects positively on LifeLong Medical Care as an organization of professional, confident and sensitive staff.
    • Ability to see how one’s work intersects with that of other departments of LifeLong Medical Care and that of other partner organizations.
    • Make appropriate use of knowledge/ expertise/ connections of other staff.
    • Be creative and mature with a “can do”, proactive attitude and an ability to continuously “scan” the environment, identifying and taking advantage of opportunities for improvement.
    • Commitment to the provision of primary care services for the underserved with demonstrated ability and sensitivity in working with a variety of people from low-income populations, with diverse educational, lifestyle, ethnic and cultural origins.


    Job Requirements          

    • Minimum 2 years of experience providing administrative support with excellent verbal, written and interpersonal communication skills.
    • Proficient in Microsoft office Word, Excel, Outlook and Visio. Ability to manipulate and produce spreadsheets and charts. 
    • Ability to work flexible schedule including evening and weekend hours.
    • Access to reliable transportation with current insurance to allow travel to various sites.


    Job Preferences              

    • Community Health experience.
    • Bachelor’s Degree
    • Previous experience in a medical setting.


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