Job Details

Administrative Assistant for Marin Healthcare Navigation

Introduction

Marin Healthcare Navigation, located in Tiburon, CA, is seeking a highly organized and detail-oriented Administrative Assistant to join our team. Our company specializes in providing concierge healthcare navigation services, including care coordination, insurance appeals, facility research, and more to clients across the Bay Area and throughout the U.S. Founded in 2012, MHN has been committed to providing peace of mind and invaluable support to our clients. This position offers the rare opportunity to make a real impact on peoples' lives as they navigate the complexities of our healthcare system. Must possess the ability to communicate professionally and compassionately with clients. The ideal candidate will have several years of experience in the following areas: administrative support in medical or social services fields, client facing communications, managing confidential information and some bookkeeping/billing experience is preferred. Marin Healthcare Navigation is a growing private company looking for someone who is passionate about helping people and keeping our team organized. For the moment this is a part time position of 20 hours per week, with a probable increase to 30+ hours after 90 days. If this role sounds like a perfect fit for you, please apply here on LinkedIn with a current resume.

Key Responsibilities

Administrative Duties:

• Schedule and maintain principal's calendar.
• Ensure principal and team are supported by keeping track of set goals and maintaining an organized workflow and working environment.
• Converse with clients via phone and email to ensure efficient communication and support.
• Support clients by scheduling and managing appointments
• Create monthly time reports for staff payroll
• Coordinate ROIs and documentation between care providers, clients and MHN
• Research facilities, treatments and practitioners
• Consistently monitor ongoing tasks and deadlines using a task tracking software, ensuring timely completion and proactive communication of any delays or issues.

Client Coordination and Support:

• Schedule client healthcare appointments and manage client calendars.
• Monitor online health client portals for new update and communicate with providers when appropriate.
• Take detailed notes during select phone calls and in-person appointments for daily reports/invoices.
• Maintain a clear system for prioritizing urgent client requests and critical follow-ups, with regular check-ins to confirm resolution.
• Check in with clients regularly and follow up with care team as needed.

Collaborative Tasks:

• Participate in discussions with Principal to review client updates, and support ongoing goals.
• Maintain open lines of communication with MHN team, ensuring all members are informed of client updates and administrative changes.
• Provide updates to clients and their families as needed for doctors' appointments, changes in health, etc.
• Experience managing social media accounts is a plus.

Qualifications:

• Experience in an office administration or administrative/executive assistant role, preferably within a healthcare environment.
• Excellent organizational and multi-tasking skills.
• Impeccable reputation and discretion, our clients' privacy is paramount.
• Strong communication skills, both written and verbal, and the ability to take detailed notes.
• Professional demeanor and dress; must be presentable for in office client interactions and zoom calls.
• Proficient with Mac and Apple devices.
• Familiarity with ChatGPT is a plus.
• Proficient with Office software, google workspace, and task management tools. Ability to learn new software tools as needed.
• A proactive approach to problem-solving and the ability to work independently as well as part of a team.
• Demonstrated success in managing multiple projects with overlapping deadlines; proven track record of meeting goals and maintaining professional standards under pressure.

Location

This position is based in our office in Tiburon, CA. The role requires a blend of in-office presence for collaborative tasks, remote work for administrative duties, and on site support for the Principal. This is a hybrid position, with three days per week required in office.

How to Apply

Please submit resume and cover letter to: ...@marinhealthcarenavigation.com. Please include "Administrative Assistant Application" in the subject line. Candidates will be subject to a background check as well as an assessment after our first screening call.

Marin Healthcare Navigation is committed to creating a welcoming work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Join our team and see the positive effect we have on our clients in the Bay Area and beyond. We look forward to hearing from you!