Clinic Administrator - Fremont, CA

AGES Learning Solutions • Fremont, CA

4d • $22 - $23 • Onsite

About The Position

As a Clinic Administrator, your primary role will be to support the day-to-day management of the clinic and ensure a welcoming, professional, and organized environment for current and prospective clients. You’ll play a key role in maintaining smooth operations, assisting with administrative tasks, and engaging directly with families and staff. This position offers a dynamic blend of administrative and hands-on responsibilities in a supportive, growth-oriented workplace.

Requirements

• High School Diploma or equivalent required
• Must have TB test clearance and a clean background check
• Valid driver’s license required

Nice To Haves

• Administrative experience in a clinical or office setting preferred

Responsibilities

• Clinic Tours & Client Engagement: Conduct facility tours for families and prospective employees, showcasing our ABA and Speech Therapy spaces. Coordinate visit schedules and follow up with families when needed.
• Community Outreach: Collaborate with the Client Success/Business Development Manager to identify and support local outreach, community, and marketing programs.
• Lead Management: Manage all incoming inquiries (calls, web leads, faxes), qualify leads, and convert them into clients while coordinating initial scheduling.
• Scheduling Coordination: Manage and confirm client sessions, handle cancellations and rescheduling efficiently, and ensure optimal use of staff time.
• New Client Onboarding: Partner with the back-office team to facilitate insurance verification, document collection, and onboarding completion.
• Payment Management: Collect and record client co-payments at the clinic.
• Employee Onboarding/Employee Offboarding: Work closely with HR to create a welcoming experience for new employees, such as providing tours, introductions, and distributing onboarding kits. Support HR in collecting company property and ensuring all exit procedures are completed.
• Clinic Maintenance: Maintain clinic tidiness, monitor supply inventory, and stay within the established monthly budget.
• Social Media & Community Engagement: Identify local social groups and help share company content across platforms to enhance community presence.
• Client Support: Serve as the first point of contact for families, addressing inquiries and concerns promptly and professionally.
• Incident & Emergency Management: Ensure compliance with incident reporting and emergency protocols; maintain updated emergency binders and client rosters. Conduct quarterly emergency reviews and fire drills.
• Facility & Safety Support: Coordinate external support for clinic infrastructure and protocol maintenance as needed.
• Behavior Technician support as needed

Benefits

• Cell Phone Allowance
• Paid Sick Time & PTO
• Annual Performance Reviews with pay increases
• Comprehensive Insurance Options: Medical, Dental, and Vision
• Retirement Program with company match
• Referral Bonuses and participation in a Rewards Incentive Program
• Employee Discounts on mobile service, entertainment, dining, retail, travel, recreation, and more
• Educational Support for professional development in Education and Healthcare

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED