POSITION TITLE: Assistant Clinic Director
DEPARTMENT: Health & Human Services (HHS) - Clinic
LOCATION: Vancouver, WA (ON-SITE)
REPORTS TO: Clinic Director
FLSA STATUS: Exempt, fulltime
SALARY RANGE: $121,472.00 - $151,944.00 per year

Open until filled, first review 10/22/25

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes a Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***

Position Summary:

The Assistant Clinic Director plays a crucial role in ensuring the smooth and efficient operation of both medical and clinical offices. This individual will be responsible for a wide range of tasks that support patient care, staff coordination, and administrative functions. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a commitment to high- quality patient care.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

Patient Intake and Coordination:

• Make initial contact with potential patients when the Clinic Director is unavailable and obtain necessary information to help determine the appropriate program before seeing the Medical Provider.
• Coordinate patient care to maximize workflow and minimize wait times.
• Relay information to providers and coordinate with inpatient agencies to set up patient intakes/care.
• Assist and monitor potential patient inquiries via walk-ins, phone, or website.

Administrative and Reporting:

• Maintain and update various spreadsheets, including CW stats, OUD patients in OTP/SUD, Case Conference (internal & External), self-pay, Mental Health, and other statistics.
• Create and manage downtime forms for front office staff, patient navigator, counselors, medical providers, back office, and Mental Health.
• Run and attach PDMP reports to patient charts for intakes and enrolled patients quarterly.
• Weekly PDMP review, identifying those receiving controlled substances outside of this facility. This will need to be reviewed with the medical director in real time.
• Print daily provider schedules and dosing sheets.
• Handle bank deposits.
• Prepare monthly orders for the clinic and medical supplies and handle as-needed orders for the Director of Facilities.
• Review of Drug screens (OTP and SUD) to identify positive opioid results. This will need to be reviewed with the medical director weekly.
• Assist the Clinic Director with facility maintenance, including inspections, removal of obstacles or hazards, and conducting mandatory audits, inspections, drills, and staff training on a monthly, quarterly, or annual basis.

Staff Coordination and Support:

• Assist both the Clinic Director and Medical Director with day-to-day operations related to patients, staff members, and the facility.
• Supervise and support front office staff, patient navigator, clinic concierge, and back office as needed to maintain a steady flow and provide excellent patient service.
• Update the staff work calendar and assist with coordinating shift coverage and schedules.
• Provide site tours to outside agencies and conduct offsite community outreach/training with the Clinic Director/Medical Director or in their absence.
• Point of contact and assistance for contingency management and any additional research-based treatment provided at Northstar.
• Assist with new employee training.
• Communicate directions to staff and patients, ensuring items are executed as directed.
• Relay physicians’ directions to staff/patients and ensure completion.
• Work with OTS staff on updates and issues.
• Attend OTS meetings with the Clinic Director or in their absence.
• Assist the Clinic Director in reviewing and approving employee timecards.
• Assist with Prior Authorizations and support for Mental Health Services

Conflict Resolution and Clinic Security:

• Resolve and de-escalate conflicts, ensuring clinic safety.
• Communicate and enforce behavioral and conduct expectations to patients and staff.
• Serve as the point of contact for staff and representatives when the Clinic Director or Medical Director is unavailable.
• Be available outside clinic hours to ensure staff and patient security.

Other Duties:

• Assist with county daily, monthly, quarterly, and annual reports for regulatory compliance requirements.
• Collaborate with the Clinic Director and Medical Director to develop scheduling protocols for enhanced efficiency.
• Attend community meetings and provide outreach and education on Northstar’s programs and services.
• Assist with Tribal relations as needed.

Minimum Qualifications:

• Bachelor's Degree in Healthcare Administration, Public Health, Business or Public Administration, Social Work, or related field.
• Five (5) years of progressively responsible experience in health care operations, administration, or program management.
• Two (2) years of supervisory experience.
• A combination of relevant education and experience may be considered.
• Valid driver’s license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; and talk or hear. The employee occasionally is required to stand; walk; and reach with hands and arms. The employee is occasionally required to lift up to 20 pounds. Specific vision abilities required by this job include close vision and clarity of vision at long distance.

Work Environment:

Work is performed in a clinic/office environment. Employee may be exposed to unpleasant odors, bodily fluids, and infectious disease and frequent exposure to dust, fumes, airborne particles and/or allergens. Situations occur where PPE (personal protective equipment) is needed. Work may involve working with hostile, violent or offensive individuals. Overnight travel, weekend, and/or evening work is occasionally required. Tight time constraints and multiple demands are common.