Bilingual Spanish Receptionist Office Manager

APPLICANTS MUST SUBMIT A COVER LETTER AND RESUME TO BE CONSIDERED

This is a 100% on-site position that does not allow remote work.

Starting Pay rate: $38.33 per hour--non negotiable

ESSENTIAL FUNCTIONS

Reception

• Oversee reception desk and waiting area.
• Operate multi-line telephone system to answer, screen and forward calls, provide information, and take messages.
• Maintain order and cleanliness in the reception area, including the restroom, beverage areas, and supply room spaces: restock supplies as needed.
• Greet study participants, guests, and staff. Determine nature and purpose of visit, and direct or escort visitors to specific destinations.
• Check-in participants for study visits and notify clinical team upon their arrival.
• Schedule study participant appointments via online appointment system (Appointments Pro); and reschedule as needed.
• Make study participant appointment reminder phone calls.
• Assist participants in completing insurance paperwork for various studies as needed.
• Monitor and respond to text messages and questions on the shared text messaging platform.
• Schedule courier pick-up and deliveries with our off-site pharmacy and laboratory. 
• Receive mail and packages (check packing slips to ensure all supply orders are accurate) and distribute as appropriate.
• Assist courier/messenger and Real Estate Department (RED) facility service personnel.
• Deliver interoffice mail as needed.
• Liaise with other San Francisco Department of Public Health receptionist teams to troubleshoot and resolve overarching administrative issues such as conference room bookings and conflicts via the online room scheduler. 
• Assist staff with conference room bookings and meeting setup.
• Manage, print, and post reception sign-in sheets and conference room schedules, update the Bridge HIV telephone directory as needed.

Office Management

• Manage and update facility emergency plan.
• Set up SFDPH and UCSF email accounts and network access for new employees and terminate accounts when they leave employment.
• Clean and set up new employee workstations.
• Assist new employees in obtaining an ID badge on their first day of employment.
• Manage existing, new, and departing employee phones, keys, computers, audio recorders, MIFIs and 24-hour access.
• Manage office equipment, such as phones, copiers (including meter reads), shredders, computers and monitors, cables, webcams and MIFIs. 
• Serve as the point of contact with RED.
• Resolve all facility issues in coordination with RED, placing repair requests to address issues such as laboratory temperature, lighting, HVAC, plumbing, and pest control.
• Manage and address issues with the telephone and Wi-Fi systems, keys, locks, and security systems. 
• Manage all equipment and storage areas; oversee all equipment maintenance and repairs and update service logs.
• Responsible for managing inventory, ordering office, conference room, and clinical supplies.
• Maintain mailboxes, in-out boards, supply storage, and first-aid supplies in an organized manner.
• Responsible for creating a kitchen cleaning schedule that includes all employees who utilize the kitchen facility, responsible for ordering and restocking kitchen supplies.

Organizational Meetings and Working Groups

• Actively participate in weekly clinical operation and All Staff meetings.
• Assist with facilitating team meetings.
• Participate in Bridge HIV standing meetings and working groups as needed.
• Participate in daily team huddle, Tuesday through Friday.
• Other duties as assigned.

JOB QUALIFICATIONS/EDUCATION/EXPERIENCE

• Strong commitment to anti-racism and health equity.
• Knowledge of and sensitivity to diverse communities, particularly communities of color and gay/lesbian/ bisexual/transgender communities.
• Highly proficient in Spanish, both verbal and written.
• Expert level required in MS Word, PowerPoint, Excel, Teams, and willingness/ability to learn new computer programs as needed.
• Excellent analytical, organizational, business administration, and communication skills. 
• Evidence of sound judgment, and creative problem-solving skills. 
• Demonstrated ability to juggle multiple assignments and to produce deliverables on tight deadlines.
• Demonstrated ability to take individual initiative and to collaborate effectively on teams.

Benefits are customized for you and your family's wellbeing

• Medical, dental, and vision
• FSA - medical and child care
• 403B retirement plan with employer contribution
• Life insurance
• Long term disability
• EAP - Employee assistance program
• Flexible spending account
• Commuter spending account
• Pet Insurance