Front Desk Administrative Assistant

Job Summary

Texas Health Action (THA) is a community-informed non-profit organization dedicated to providing access to culturally affirming quality health services in a safe and supportive environment with expertise in serving LGBTQIA people and those impacted by HIV. Kind Clinic proudly serves Texas with four vibrant locations: two in Austin one in San Antonio and another in Dallas plus virtual care services available to all residents across Texas. Bolstered by Waterloo Counseling Center and a passionate team of over 250 dedicated employees and volunteers THA is at the forefront of promoting healthcare equity and accessibility throughout the state. Read more about THA here: .

The Administrative Assistant is often the first person our visitors and staff meet helping set a welcoming tone for the building each day. This role opens the building each morning by 9AM so a consistent on-site schedule Monday through Friday is essential; occasional weekend hours may be needed for special events or building needs with advance notice whenever possible. Were looking for someone with a genuine commitment to service strong multi-tasking skills and the ability to stay calm and respond with appropriate urgency in emergencies or stressful moments.

Core Functions:

• Welcome guests and help them navigate through the building.
• Assist with email telephone or face-to-face inquiries handling sensitive information in a confidential matter.
• Ensure building entry areas common spaces and meeting rooms are tidy safe and fully functional.
• Purchase supplies sort mail and receive deliveries.
• Maintain building security by ensuring access systems are functional and that building users have the appropriate levels of access.
• Interface with vendors that provide custodial repair and other maintenance services.
• Submit payment requests and keep updated records of costs and expenses.
• Coordinate scheduling of meetings meeting rooms and other reservable building spaces.
• Perform data entry for reports correspondence or database maintenance.

Key Performance Indicators

1. Actively models exemplary personal accountability.
2. Ensures facility has necessary supplies resources and is safe for daily activities.
3. Communicates clearly with manager on updates/information needed towards completed work/projects.
4. Supports organizational structures while also considering the needs of those they assist.

Based on the responsibilities and requirements of this position the starting hourly rate is $20.80. The actual starting rate will be determined based on the selected candidates qualifications and relevant experience.

Education and/or Licensure:

• High School Diploma or GED required.
• Bachelors Degree or equivalent work experience preferred but work experience can substitute for education preference.

Experience:

• A minimum of two years of customer service experience is required.
• Experience in healthcare preferred but not required.
• Experience with LGBTQIA and/or other marginalized communities a strong plus.
• Bilingual Spanish proficiency strongly preferred.
• Microsoft Office Skills with an ability to become familiar with company specific programs or software.

Additional Requirements None

Knowledge Skills and Abilities

• Must have basic PC skills that include a combination of working in a Windows Operating System and Microsoft Outlook Word and Excel.
• Understands the importance of maintaining confidentiality; able to maintain confidentiality under HIPAA standards.
• Must have the ability to exercise a high degree of diplomacy and tact; excellent customer services and interpersonal communication skills; Cultural sensitivity and demonstrated ability to work with diverse people groups.
• Well-developed verbal and written communication skills in English; Additional language abilities desirable.
• Ability to work well under pressure with minimal supervision.
• Ability to effectively interact with persons of widely diverse roles backgrounds cultures and socio-economic classes those in crises or resistant or negative toward organizations.
• Ability to apply time management practices to prioritize schedule and complete work effectively to comply with mandated policies and deadlines.
• Ability to work on multiple tasks or parts of tasks simultaneously to ensure timely completion of work activities.
• Must be able to work productively with other departments and employees.
• Ability to work with professionals from various partners and organizations.
• Usually works forty (40) hours per week some weekends may be required.
• Must have the ability to be on-site for the entire work week.
• Must be able to multi-task prioritize with strong time management skills.
• Exceptional follow through on tasks and assignments

Physical Requirements/Environmental Conditions

Perform the following with or without reasonable accommodations:

• Ability to express and exchange ideas via spoken word during activities in which they must convey detail or important spoken instructions to others accurately sometimes quickly and loudly.
• Hearing to perceive the nature of sound with no less than 40 db loss @ Hz 1000 Hz and 2000 Hz with or without correction; ability to perceive detailed information orally and make fine discriminations in sound.
• Perform repetitive motions with wrists hands and fingers. Individual must be able to exert up to 75 pounds of force occasionally and to be able to lift carry push pull or otherwise move objects.
• Work requires a minimum standard of visual acuity with or without correction that will enable people in the role to complete administrative and clerical tasks as well as inspect and analyze.
• Must be able to work and concentrate amidst distractions such as noise conversation and foot traffic; ability to handle interruptions often and be able to move from one task to another.
• While worker may possibly be subjected to temperature changes the worker is generally not substantially exposed to adverse environmental conditions as the work is predominantly inside.

• Health Care Plan (Medical Dental & Vision)
• Retirement Plan (403b)
• Life Insurance (Basic Voluntary & AD&D)
• Paid Time Off (Vacation Sick & Holidays)
• Short-Term & Long-Term Disability
• Training & Development
• Parental Leave
• Longevity Pay

Applicant Information

• Submitting official transcripts diplomas certifications and licenses may be required prior to final offer. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.
• Information regarding employment history as it relates to the qualifications of the position may be needed for employment verification.
• The applicant selected for employment is subject to a pre-employment background check. A history of conviction may not automatically disqualify an applicant. Applicants with a history of conviction may be considered on a case-by-case basis after individualized assessment of factors including the nature of the conviction the job duties and responsibilities the length of time since the conviction and evidence of mitigation or rehabilitation. If required for the position a physical motor vehicle record evaluation and additional background checks may be conducted.

EEO Statement: Texas Health Action is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race religion color national origin gender (including pregnancy childbirth or related medical conditions) sexual orientation gender identity gender expression age status as a protected veteran status as an individual with a disability or other applicable legally protected characteristics.

Kind Clinic and Texas Health Action are aware of fraudulent job offers and recruitment scams that falsely claim to represent our organization.

Please note:

• We will never ask for payment gift cards or financial information as part of the hiring process.
• Legitimate communications from our recruitment team will come from an official @ email address (or other verified organizational channels).
• Interviews are not conducted through text message or chat apps.
• Any employment offer will follow a formal interview process.

If you receive a suspicious message claiming to represent Kind Clinic or Texas Health Action do not provide personal or financial information. If you are unsure whether a communication is legitimate please contact us at before responding.

Required Experience:

Junior IC