AIDS Healthcare Foundation

Office Administrator

US-FL-Delray Beach
Req No
Regular Full-Time



Does the idea of doing something that really makes a difference in people’s lives while being well-compensated intrigue you? Are you looking to work for an organization that encourages growth and success from each and every one of its employees?

If so, AIDS Healthcare Foundation is the place for you!

Founded in 1987, AIDS Healthcare Foundation is the largest specialized provider of HIV/AIDS medical care in the nation. Our mission is to provide cutting edge medicine and advocacy, regardless of ability to pay. Through our healthcare centers, pharmacies, health plan, research and other activities, AHF provides access to the latest HIV treatments for all who need them.

AHF’s core values are:

• Patient-Centered
• Value Employees
• Respect for Diversity
• Nimble
• Fight for What’s Right
STILL INTERESTED? Please continue!


Essential Duties & Responsibilities

Includes the following.  Other duties may be assigned.


  • Monitors Healthcare Center administrative operations daily; this includes troubleshooting patient and front office staff issues in a timely manner, acting as an information resources, and providing guidance as needed.
  • Oversees maintenance and updates of work done by front office clerks on the patient database (Centricity, Logician).
  • Responsible for maintaining the security and confidentiality of records relating to the healthcare center practice.
  • Interacts with patients and oversees the patient grievance process in collaboration with the Client Services Coordinator.
  • Creates and maintains schedule templates for assigned HCC providers; assists providers in meeting provider standards; blocks out time for holidays, meetings, retreats, etc.
  • Compiles and distributes statistical data reflecting patient activity on a weekly basis.
  • Maintains inventory of office supplies, forms, and brochures.
  • Participates in budget management which includes review and approval of bills/invoices and monitors overall budget compliance.
  • Reviews, approves, and submits bills and invoices within 5 business days of receipt to the Accounts Payable department; ensures that appropriate backup documentation is included.
  • Responsible for all cash receipts and submits these under the HCC Policies & Procedures.
  • Collects, reviews and submits encounter forms to the A/R function on a daily basis.
  • Responsible for the management and reporting of transportation services to the Office of AIDS Programs and Planning (OAPP) on a monthly basis.
  • Participates in various meetings such as Office Administrators, Leadership, and other committees as assigned.
  • Participates in the implementation and review of healthcare center administrative policies and procedures.
  • Communicates the requirements of various AHF Departments and Programs to staff.
  • Participates in the collaboration with other departments in addressing any issued plan of correction.
  • In conjunction with AHF Headquarters Administration, maintains quality of relationships with out-patient service providers and building management.
  • Maintains copy of current vendors and contracts for ancillary services.
  • Maintains quality assurance standards to ensure successful audits, surveys, and patient flow.
  • Participates, and may act as a point person, in preparation for State and County audits and or site visits.
  • Maintains physical plant to ensure compliance with OSHA guidelines.
  • Monitors compliance for staff and facility licensure in collaboration with the Regional Finance Director to ensure valid licensing/certification for CLIA, DHS, fire clearance, etc.

Participation in AHF Meetings/Committees

  • Office Administrator's Meeting.
  • HCC Leadership Meeting.
  • Staff Meetings.


Supervisory Responsibilities

Carries out supervisory responsibilities in accordance with AHF’s policies and applicable laws.  Responsibilities include interviewing, hiring, and training employees;  planning, assigning and directing work, appraising performance;  rewarding and disciplining employees;  addressing complaints and resolving problems. 



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.    The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Education and/or Experience

Bachelor’s degree (B.A.) from four-year college or university;  or one to two years related experience and/or training or equivalent combination of education and experience.


Computer/Software Skills & Abilities

To perform this job successfully, an individual should have knowledge of Database software and Word Processing software.


Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.


Mathematical Skills

Basic Skills:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent to draw and interpret bar graphs.


Reasoning Ability

High Skills:  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.


Other Skills & Abilities/Qualifications

  • Must be able to travel up to 30% of the time.
  • Sensitivity to patient population and issues surrounding HIV/AIDS.
  • Strong interpersonal skills.
  • Ability to prioritize tasks in a rapidly changing environment.
  • Familiarity with word processing and data base management principles.

Certificates, Licenses and Registrations

Valid Driver’s License with proof of automobile liability insurance


We at AIDS Healthcare Foundation believe that each individual is entitled to equal employment opportunities without regard to race, color, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status or disability.  The right of equal employment opportunity extends to recruiting, hiring selection, transfer, promotion, training and all other conditions of employment.





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