JOB OVERVIEW
JOB TITLE
Staff Associate
DEPARTMENT
Clinical Administration
REPORTS TO TITLE
Senior Staff Associate
JOB LOCATION
San Mateo, CA
WORKPLACE SETTING
ONSITE ☒ HYBRID ☐ REMOTE ☐
FT/PT
FULL TIME ☒ PART TIME ☐
HRS PER WEEK
40
DATE
7/10/25
POSITION DETAILS (HR ONLY)
EMPLOYEE TYPE (EEO Category)
EXEMPT ☐ NONEXEMPT ☒
POSITION SUMMARY
POSITION SUMMARY
As a Staff Associate, you will be supporting a team of clinicians providing administrative functions. Additionally, you will promote communication between clinicians and their patients and families.
RESPONSIBILITIES
ESSENTIAL RESPONSIBILITIES
- Provide a high-quality patient experience for families receiving care at Child Mind Institute.
- Manage clinicians’ calendars ensuring efficiency of clinical time and schedule appointments in the electronic medical records (EMR) system.
- Facilitate the flow of phone and email communication between clinicians and patients.
- Collect initial patient information, perform intakes and coordinate services.
- Check in patient appointments and process daily billing through the EMR system.
- Maintain accurate and updated patient records.
- Follow HIPAA guidelines and strictly protect personal health information.
- Perform additional job-related duties as needed.
MANAGEMENT RESPONSIBILITIES
This is a non-supervisory position.
QUALIFICATIONS
MINIMUM QUALIFICATIONS
- 2+ years of administrative or office experience required.
- High school diploma or GED required.
GENERAL QUALIFICATIONS
- Attention to detail: Ensure accuracy and precision in all tasks.
- Time management: Efficiently handle multiple responsibilities and meet deadlines.
- Communication: Effectively convey information and collaborate with others.
- Problem-solving: Ability to identify issues and develop solutions.
- Teamwork: Work cooperatively and contribute to group efforts.
- Dependable: Reliable and consistent in completing tasks on time.
- Professional: Maintains a positive and respectful demeanor.
- Collaborative: Works well within a team and supports colleagues.
ADA RELATED QUALIFICATIONS
This position is based in a professional office environment. It requires the ability to sit or stand for extended periods, operate standard office equipment (including computers, phones, copiers, and printers), perform repetitive tasks, and communicate effectively with others. Occasional lifting of up to 20 pounds may also be required.
DISCLAIMER
The Child Mind Institute is committed to fostering an inclusive and equitable workplace where all individuals are treated with respect and dignity. We are proud to be an equal opportunity employer and prohibit discrimination and harassment of any kind.
ACKNOWLEDGEMENT
I acknowledge that I have received, read, and understood the responsibilities, expectations, and qualifications outlined in this job description. I understand that I am expected to comply with all company policies and procedures while employed. I understand that this job description is intended to provide a general overview of the role and does not represent an exhaustive list of all responsibilities or tasks. The organization reserves the right to modify, add, or remove duties as necessary to meet business needs.
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What We Do
The Child Mind Institute is an independent national nonprofit dedicated to transforming the lives of children and families struggling with mental health and learning disorders. Our teams work every day to deliver the highest standards of care, advance the science of the developing brain and empower parents, professionals, and policymakers to support children when and where they need it most. Together with our supporters, we’re helping children reach their full potential in school and in life. We share all of our resources freely and do not accept any funding from the pharmaceutical industry.
Why Work With Us
As a member of the Child Mind Institute team, you’ll do more than just your job. You’ll grow professionally, learning from accomplished colleagues and industry leaders transforming children’s lives. We have received certification from Great Place To Work which uses data and insights to write reviews that offer a true picture of the workplace.
