The full posting, as written
Front Office Administrator Be the Welcoming Face of The Source Full-Time | Non-Exempt Reports to: Clinic Director Help Create a Welcoming Experience from the Very First Moment Are you organized, dependable, and someone who genuinely enjoys helping people? Do you thrive in a fast-paced environment where attention to detail, compassion, and excellent customer service all matter? The Source is seeking a Front Office Administrator to support the daily operations of the front office. The Front Office Administrator has responsibility for the daily operations of the front office, including scheduling, coordination of volunteer procedures, and clinical services support.
What You'll Do
In this role, you will: Ensure opening and closing procedures are ready for operation, including ensuring lobby and counseling rooms are ready to receive clients and kept tidy throughout the day. Greet, receive, and assist all visitors, including clients, donors, volunteers and vendors. Provide intake forms for new clients, provide evaluation forms at end of appointments. Maintain client appointment schedule; schedule appointments, confirm upcoming appointments, manage appointment reminder system. Answer phones and voicemails, refer callers to appropriate resources, take messages. Assisting with training front office staff and/or volunteers.
Review and respond to emails and correspondence in timely manner. Sort and distribute mail, including file, copy, or fax when necessary. Maintain Outlook calendar for the office, including volunteer and staff schedules, doctor and sonographer schedules, special events, Bible studies, group classes, etc. Maintain all client files; includes entering all files into database, updating after each client visit, closing files, updating birth information monthly, scanning and destroying paper files in compliance with policies and procedures. Call in prescriptions for prenatal vitamins as needed. Assemble positive/negative packs and update flyers as needed.
Maintain Masters binder and server folders with current versions of all documents. Ultrasound appointments: prepare folders, confirm appointments. Baby Boutique: receive and store donations, issue receipts, write thank you notes. Help distribute material assistance to clients and maintain Material Assistance log. Maintain waiting lists and registrations for various programs, such as premarital counseling, Practical Fatherhood, etc. Train, delegate tasks, set schedule, and supervise front desk volunteers. Maintain strict confidentiality and professionalism when handling sensitive client information. Maintain clean, orderly reception area and waiting rooms.
Restock supplies as needed, and inform Clinic Director when new supplies need to be ordered. Establish positive working relationships with staff members and volunteers. Complete all training. Could This Be the Right Opportunity for You? We're looking for someone who meets the following qualifications: High School Diploma or equivalent…