Office Organizational Specialist in San Francisco, California at Wayward Medical Management Inc

POSITION SUMMARY
The Administrative Coordinator (Temporary) provides organizational and administrative support to the practice's administrative and operations teams during a defined assignment period. The role handles a mix of recurring organizational duties, such as reviewing supply inventory for expired products, organizing storage areas so every item has a designated and properly labeled place, maintaining files and records, scheduling, and data entry, along with ad hoc administrative assignments as priorities shift. The Coordinator works under the direction of the VP of Administration or a designated supervisor, follows established procedures, and escalates questions or exceptions rather than making independent policy decisions. This position exists to provide flexible, short-term capacity so that permanent staff can stay focused on core operations, special projects, and patient-facing work while backlogs and time-sensitive tasks are completed accurately and on schedule.
ESSENTIAL FUNCTIONS
• Reviews office, clinical, and general supply inventory on a regular schedule to identify expired, damaged, recalled, or soon-to-expire products; removes or flags items according to established procedures and notifies the supervisor or appropriate clinical staff. Items requiring clinical judgment or regulated disposal, such as medications or sterile supplies, are routed to authorized personnel rather than discarded.
• Organizes supply rooms, storage closets, cabinets, and shared workspaces so that every item has a designated, clearly labeled place; arranges stock by category and expiration date using first-expired, first-out rotation, and ensures items are stored properly according to manufacturer, safety, and practice requirements.
• Maintains inventory logs or trackers, monitors stock levels against established par levels, prepares reorder lists or places supply orders as authorized, and receives, checks, and puts away incoming deliveries.
• Helps maintain organization standards over time by creating or updating shelf labels, storage maps, and simple checklists, and by identifying recurring clutter, overstock, or storage problems for supervisor review.
• Organizes, files, scans, and maintains physical and electronic records, including clean-up of shared drives, archiving, and retention labeling according to established procedures and privacy standards.
• Performs data entry, spreadsheet updates, and database or system record maintenance with a high degree of accuracy, and prepares basic reports, lists, and trackers as requested.
• Coordinates calendars, meetings, and conference rooms; prepares meeting materials, takes notes when requested, and assists with logistics for trainings, onboarding sessions, and internal events.
• Completes ad hoc administrative assignments as directed, such as mailings, document preparation and formatting, vendor follow-up, and special project support, prioritizing tasks based on supervisor direction and deadlines.
• Serves as a courteous point of contact for routine internal and external inquiries by phone, email, and in person, routing questions to the appropriate team member and handling confidential information with discretion.
• Maintains regular and reliable attendance sufficient to meet the position’s operational, patient-service, and team obligations, with or without reasonable accommodation.
• Complies with applicable laws, regulations, accreditation requirements, privacy and security standards, and organizational policies relevant to the position.
The essential functions listed are intended to describe the fundamental duties of the position. A qualified individual must be able to perform these functions with or without reasonable accommodation. The organization will engage in a timely, good-faith interactive process when an accommodation is requested or the need for accommodation is known.
MINIMUM REQUIRED QUALIFICATIONS
• Education: High school diploma or equivalent; associate's degree or some college coursework preferred.
• Experience: At least 1-2 years of administrative, office support, or clerical experience, ideally in a healthcare, medical office, or professional services setting.
• Licensure/Certification: No specific license or certification required for this role.
• Knowledge/Skills: Proficiency with Microsoft Office (Word, Excel, Outlook) or Google Workspace; accurate typing and data entry skills; strong organizational and time-management skills; clear written and verbal communication; ability to follow instructions, learn new systems quickly, and maintain confidentiality.
• Other: Successful completion of a background check consistent with applicable law; availability for the full anticipated assignment period.
PREFERRED QUALIFICATIONS
• Experience working in a surgical, ambulatory surgery center (ASC), or specialty medical practice setting.
• Familiarity with HIPAA and the handling of confidential patient or employee information.
• Experience with HRIS, practice management, document management, or scheduling systems.
• Prior temporary or project-based assignment experience with a track record of ramping up quickly.