Clinic Administrator - Fremont, CA

Position Overview

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.

Compensation & Benefits

• Pay Rate: $22–$23 per hour (based on experience)
• 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
   

Key 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

Requirements

• High School Diploma or equivalent required
• Administrative experience in a clinical or office setting preferred
• Must have TB test clearance and a clean background check
• Valid driver’s license required
   

At AGES, we are dedicated to making a positive impact on the lives of children and communities, locally and globally. Our commitment to exceptional therapeutic and behavioral health services is rooted in our core values of Compassion, Integrity, Diversity, and Servant Leadership. We believe in a progressive and holistic approach, recognizing the interconnected nature of individual well-being.

Join us in our mission to make a difference!