Clinic Administrator- Fremont, CA

Position Overview

As a Clinic Administrator , your primary role will be to support the day‑to‑day management of the clinic and ensure a welcoming, professional, and organized environment for current and prospective clients.

You’ll play a key role in maintaining smooth operations, assisting with administrative tasks, and engaging directly with families and staff.

This position offers a dynamic blend of administrative and hands‑on responsibilities in a supportive, growth‑oriented workplace.

• $22–$25 per hour (based on experience)
• Cell Phone Allowance
• Paid Sick Time & PTO
• Annual Performance Reviews with pay increases
• Comprehensive Insurance Options:
  Medical, Dental, and Vision
• Retirement Program with company match
• Referral Bonuses
• Participation in a Rewards Incentive Program
• Employee Discounts on mobile service, entertainment, dining, retail, travel, recreation, and more
• Educational Support for professional development in Education and Healthcare

• Clinic Tours & Client Engagement:
  Conduct facility tours for families and prospective employees, showcasing our ABA and Speech Therapy spaces. Coordinate visit schedules and follow up with families when needed.

• Collaborate with the Client Success / Business Development Manager to identify and support local outreach, community, and marketing programs.

• Manage all incoming inquiries (calls, web leads, faxes), qualify leads, and convert them into clients while coordinating initial scheduling.

• Manage and confirm client sessions, handle cancellations and rescheduling efficiently, and ensure optimal use of staff time.

• Partner with the back‑office team to facilitate insurance verification, document collection, and onboarding completion.

• Collect and record client co‑payments at the clinic.

• Work closely with HR to create a welcoming experience for new employees, such as providing tours, introductions, and distributing onboarding kits.
• Support HR in collecting company property and ensuring all exit procedures are completed.

• Maintain clinic tidiness, monitor supply inventory, and stay within the established monthly budget.

• Identify local social groups and help share company content across platforms to enhance community presence.

• Serve as the first point of contact for families, addressing inquiries and concerns promptly and professionally.

• Ensure compliance with incident reporting and emergency protocols; maintain updated emergency binders and client rosters.
• Conduct quarterly emergency reviews and fire drills.

• Coordinate external support for clinic infrastructure and protocol maintenance as needed.

• Step in as a Behavior Technician when necessary.

• High School Diploma or equivalent required
• Administrative experience in a clinical or office setting preferred
• Must have TB test clearance and a clean background check
• Valid driver’s license required