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Receptionist Office Manager

3 months ago

San Francisco, California, United States Public Health Foundation Enterprises, In Full time

Heluna Health invites applications for the full-time position of Receptionist Office Manager. Under the supervision of the Medical Director, the Receptionist/Office manager serves as the initial point of contact for study participants, the general public, couriers, vendors, and guests visiting Bridge HIV at the San Francisco Department of Public Health. The position will also oversee the overall functioning of the office.

Bridge HIV is a grant-funded research unit affiliated with the San Francisco Department of Public Health and the University of California San Francisco. Bridge HIV has been searching for new and innovative ways to fight HIV/AIDS since the onset of the epidemic in the early 1980s.

The Bridge HIV Investigators are global leaders in HIV vaccine and prevention science, epidemiology of HIV infection, HIV medication adherence, combination HIV prevention strategies, and HIV research training methods. In response to the COVID-19 pandemic, Bridge HIV has also been conducting COVID-19 vaccine and epidemiology studies; and has also been conducting STI vaccine and epidemiology studies in response to the increase in STIs. For more information, please visit

This is a temporary, grant-funded, full-time, benefitted position. Employment is provided by Heluna Health.

Applicants must submit a cover letter and resume to be considered.

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

Pay rate: $38.33 per hour

If hired for this position, you will be required to provide proof that you are fully vaccinated for COVID-19 prior to your start date, or have a valid religious or medical reason qualifying you for an exemption (that may or may not require accommodation).

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.

DESIRED QUALIFICATIONS

  • Knowledge and experience with Medical Office or Research Study scheduling software.
  • 3 years Medical Office or Research Study intake experience.
  • Interest in HIV/AIDS research-and community-based initiatives.

Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.

All qualified applicants will be considered for this position in accordance with the San Francisco Fair Chance Ordinance

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c)