The National Institute of Clinical Research (NICR) is an independent, multi-site Site Management Organization (SMO) conducting Phase I–IV clinical trials since 1996. With over 500 successful trials completed, we are dedicated to delivering the highest quality in clinical research.

Position Summary

We are seeking a highly organized, professional, and patient-focused Front Desk Medical Administrator to serve as the face of our clinic. This individual plays a critical role in delivering an exceptional patient experience while ensuring seamless front office operations. The ideal candidate thrives in a fast-paced medical environment, demonstrates strong communication and multitasking abilities, and takes ownership of scheduling, patient recruitment support, and daily administrative functions.

This role requires accuracy, efficiency, discretion, and the ability to confidently manage patient interactions while upholding HIPAA standards. A bilingual candidate (English/Vietnamese preferred) with strong initiative, sound judgment, and a solutions-oriented approach will excel in this position.

Duties & Responsibilities:

Patient Reception and Interaction:

Greeting patients and visitors warmly.

Checking in patients for appointments and verifying personal information.

Directing patients to the appropriate waiting areas.

Patient Recruitment and Appointment Scheduling:

Contact potential participants to explain study details, including purpose, duration and procedures.

Address any questions or concerns potential participants may have.

Managing the clinic's appointment calendar.

Scheduling, rescheduling, and canceling patient appointments.

Sending reminders for upcoming appointments via phone, text, or email.

Telephone and Communication Management:

Answering and routing phone calls.

Responding to inquiries about services, hours, and other general information.

Communicating with medical staff to relay patient needs or concerns.

Office Management:

Ordering and managing office supplies, petty cash reconcilation.

Keeping record of inventory of supplies, furniture and electronics

Keeping the front desk and reception area clean and organized.

Coordinating with other administrative and medical staff to ensure office efficiency and organization

Coordinating with administration and manager for office needs such as cleanings / supplies

Compliance and Confidentiality:

Adhering to HIPAA regulations and ensuring patient confidentiality.

Skills and Qualities:

Preferably Bilingual in English/Vietnamese

Strong Communication Skills: Ability to interact effectively with patients, staff.

Organizational Skills: Capable of managing multiple tasks and maintaining an organized work environment.

Attention to Detail: Ensuring accuracy in patient records and scheduling.

Must be local to Los Angeles/Orange County area – this is not a remote position.

Benefits

Medical, Dental, and Vision Insurance

401(k) with company match

Paid Time Off (PTO)