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.

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