Apply for this job

Administrative Assistant / Patient Scheduler

Stanford, CA

6.0 Months

Full-Time $17-$22/hr

Name *

Email *

Phone *

Resume *

Accepted: .doc, .docx, .pdf, - max 20MB

By checking this box, I consent to receive text messages from the VIVA team. I may opt-out at any time by texting STOP.

Posted: Jun 23, 2026

Ref: RKCAAA23

Position Overview

We are seeking a dependable and detail-oriented Temp Administrative Assistant / Patient Scheduler to support daily operations at our Clinical Research Unit. This role is responsible for handling patient scheduling, managing incoming phone traffic, and assisting with clinic upkeep and participant hospitality. Because this is a clinical research environment, the ideal candidate must be highly organized, capable of working with various study teams and clinical staff, and strictly mindful of patient privacy and HIPAA compliance.

Scheduling & Checking In: Coordinate and schedule patient appointments across multiple active research studies; welcome and check in participants upon arrival.
Phone Management & Triage: Answer incoming phone calls, answer basic questions, and accurately triage inquiries to the correct study teams, nurses, or the Nurse Manager.
Participant Hospitality: Prepare, arrange, and serve lunches, snacks, and refreshments for participants during their study visits.
Clinic Maintenance: Assist with general clinic upkeep, including resetting, tidying, and restocking clinic rooms between visits to ensure a clean and organized environment.
Team Support: Work collaboratively with a diverse unit, acting as a reliable team player alongside nurses, phlebotomists, administrative staff, and various research teams.
Compliance & Privacy: Strictly maintain HIPAA compliance and protect sensitive participant information in all phone, digital, and in-person interactions.
Ad-Hoc Tasks: Assist with various light administrative and operational tasks around the unit as needed to support daily workflows.

Qualifications & Skills
Experience: Previous experience in an administrative support, medical front desk, scheduling, or customer service role. Experience in a university or healthcare setting is a plus.
Communication Skills: Ability to professionally handle phones, direct calls accurately, and interact warmly with participants.
HIPAA Awareness: Understanding of (or willingness to learn) patient privacy and confidentiality standards required in a research setting.
Reliability & Multitasking: Comfort pivoting between desk tasks (scheduling/phones) and floor tasks (room upkeep, prepping snacks/meals).
Team Player: Ability to work smoothly with different personality types and distinct research teams.

Top 3 requirements to hire

1. Professional Interpersonal Tact
As the central point of contact, they will interact with a wide range of stakeholders: research participants, busy clinical staff (nurses, phlebotomists, Nurse Manager), and distinct study teams who all have competing priorities. They need to be a calm, collaborative communicator who can route inquiries accurately and manage diverse team dynamics smoothly.

2. Strong Adaptability and "Task-Switching" Ability
This role requires pivoting constantly between very different types of work. They need to be comfortable switching fluidly from focused desk tasks (scheduling and phone management) to active floor tasks (prepping snacks and tidying clinic rooms) throughout the day without getting easily overwhelmed by interruptions.

3. Proactive Resourcefulness and Self-Management
With a workload that includes varied ad-hoc tasks and supporting multiple study teams, the ideal candidate must be a self-starter. They need the ability to anticipate unit needs—such as noticing when snacks are low or a room needs tidying—and manage their own workflow efficiently with minimal direct supervision.

Notes:
Onsite

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Trusted by 100+ Fortune 500 Companies

Competitive Benefits

Your well-being Matters

Health & Future Fully Covered

At VIVA, employee well-being is paramount. Our comprehensive benefits package ensures your health, financial security, and quality of life are always prioritized.

Health Insurance

VIVA provides employees access to a comprehensive group health insurance plan (Medical, Dental, Vision, Basic Life, Term Life, and Accidental Death) through our flexible PPO plan-allowing you the freedom to choose healthcare providers.

401(k) Retirement Planning

Plan securely for your future with automatic payroll deductions into a tax-advantaged 401(k) retirement plan, including employer-matching contributions for eligible employees.

Performance Bonuses & Referrals

Earn performance-based bonuses and generous referral incentives of up to $500 when recommending talented candidates who become part of the VIVA family.

Biweekly Direct Deposit

Enjoy timely and convenient payroll with biweekly direct deposit to your chosen financial institution. Biweekly Direct Deposit

VIVA Perks Program

Access exclusive employee discounts and savings on electronics, travel, groceries, apparel, and more through our dedicated VIVA Perks Program.

Join VIVA and Grow

VIVA is faster, easier and you still have complete control

Empty
Click + to add content