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Aquent Logo Aquent · Office Administration

Administrative Assistant

United States, Palo Alto 45.80 - 49.82 USD / Hour · Job Posted June 16, 2026
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Job Description

Partner with Aquent to join a leading organization dedicated to advancing health and wellness through compassionate care and groundbreaking innovation. This is an incredible opportunity to contribute to a mission-driven environment where every role plays a vital part in the well-being of the community. To be considered for this role, you must: Be authorized to work in the United States; Not require sponsorship of any kind for the duration of the assignment; Be able to work on a W-2 basis. C2C or 1099 is not permitted for this position. Are you ready to be the welcoming face and organizational backbone for individuals seeking essential care? We’re looking for a highly organized and empathetic professional to join our dynamic team, where your precision and excellent customer service will directly impact the patient experience from their very first interaction. In this crucial administrative support role, you’ll ensure seamless access to services, contributing significantly to operational efficiency and the overall success of our patient care initiatives.

Job Responsibility

  • Process admissions and registrations for all individuals seeking care, ensuring accuracy and compliance with established guidelines
  • Obtain and meticulously document essential demographic and insurance information
  • Verify eligibility and secure necessary signatures on all required legal and administrative documents
  • Accurately collect co-payments, deductibles, and deposits
  • Safeguard individual valuables in accordance with departmental procedures
  • Scan all relevant documentation into digital management systems by the end of each shift
  • Utilize various online systems to gather and confirm insurance and demographic details
  • Prioritize tasks effectively to maintain high-quality registration standards, even during peak periods, enhancing customer service and operational flow
  • Foster strong collaborative relationships with both administrative and clinical staff, providing timely support with necessary patient-related documents
  • Process updates and communications from clinical teams promptly
  • Work collaboratively within a team, offering and seeking assistance as needed, and consistently producing high-quality work independently
  • Deliver sensitive, timely, and appropriate customer service across all patient services areas
  • Facilitate visitor authorizations as requested by clinical staff
  • Distribute privacy practice notices in adherence to privacy regulations
  • Maintain a professional, solution-oriented, and sensitive demeanor in all interactions
  • Actively participate in departmental meetings, workshops, and training sessions
  • Cultivate collaborative relationships with internal and external partners, including clinical teams, emergency services, and public safety agencies
  • Approach challenges with a positive and proactive attitude, contributing to a supportive work environment
  • Ensure administrative equipment is functional and be prepared to implement alternative procedures during system downtimes
  • Perform additional administrative duties as assigned to support team operations

Requirements

  • High school diploma or equivalent
  • Typing speed of at least 30 words per minute
  • Proficiency in using multiple computer programs simultaneously
  • Exceptional verbal and written communication skills
  • Demonstrated strong customer service abilities
  • Self-motivated with excellent task prioritization skills
  • Ability to work comfortably at both stationary and mobile workstations, including sitting and standing
  • Proven ability to collaborate effectively with a diverse team in a demanding and sensitive environment
  • Flexibility in availability to accommodate training and work schedules

Nice to have

  • Associate’s (AA) degree
  • Proficiency in a second language

What we offer

  • subsidized health, vision, and dental plans
  • paid sick leave
  • retirement plans with a match
  • free online training through Aquent Gymnasium
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