Job Description

We are hiring a full time administrative assistant for Breastfeeding Success that can coordinate scheduling appointments and daily management of daily services at several locations. The ideal candidate will be available 5 days per week from 9am – 5pm with rotating weekends. Excellent communication and organizational skills are a must. Must be bilingual in Spanish and English.

Summary:  The administrative assistant will play an integral role in the customer service and organizational strength of Breastfeeding Success (BFS). The ideal candidate will have proven experience working in a high functioning clinic with a collaborative team of specialized medical professionals. Prior experience in a pediatric or obstetrics clinic is required.

Duties and Responsibilities  include the following. Other duties may be assigned.

1. Answers calls to the BFS hotline during normal business hours. Candidate with basic knowledge of breastfeeding preferred. Bilingual skills preferred.
2. Oversees Lactation Consultant calendars and schedules patients for consultations, call backs, and classes in the outpatient setting. 
3. Maintains breast pump rental program and conducts audit and inventory at each site to ensure optimal levels of availability at all times.
4. Consistently assesses inventory of clinic supplies and places orders for supplies to ensure optimal levels of availability at all times. 
5. Responsible for data entry and tracking clinic statistics and metrics used for management reports. May be asked to perform review of patient files to ensure accurate data entry by lactation staff.
6. Generates reports and organizes data for accurate insurance submission, demonstrating efficiency in Excel and/or Google sheets.
7. Communicates and coordinates with all lactation staff as changes in the schedule or patient requests occur. 
8.  Ensures compliance with clinic health and safety regulations, maintaining a professional environment to receive and serve patients.
9.  Attends staff meetings and contributes to monthly and quarterly reports.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

High school diploma + 2yrs experience in customer service or administrative assistant role; or (GED) General Education Diploma + 4 yrs experience in customer service or administrative assistant role. College credit or Bachelor’s degree a plus. Must be bilingual in Spanish and English.

Customer Service Skills: 

Ability to interface with the public via phone, text, email, and in person with a positive and warm demeanor. Ability to resolve product or service problems by clarifying the customer’s complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Excel, Word, Powerpoint, Google Sheets, Docs, Forms, and Slides. Quickbooks experience preferred. Additional training provided for site specific software.

Math Ability:

Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Knowledge, Skills, and Other Abilities:

Excellent communication and presentation skills

Ability to multitask, prioritize and manage time effectively

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, use hands, reach with hands and arms, and talk or hear. The employee is occasionally required to sit, climb or balance, and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing duties of this job, the employee may be required to travel between sites, answer calls while working from home or another site, deliver or retrieve equipment from customers, and handle breast milk.

Work Location:

Breastfeeding Success Clinic – South Austin

111 Ramble Lane Suite 115 Austin, Texas 78745

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