Administrative Assistant II

Administrative Assistant

Family Health Centers of San Diego (FHCSD) is looking for an Administrative Assistant to work under the Advanced Practice Provider (APP) Residency Program department and Medical Staff Office (MSO). The Administrative Assistant will work under limited supervision, providing intermediate-level clerical and administrative support for the assigned managers and department.

Duties are broad and will vary depending on assignment, but generally include data collection, entry, and basic analysis, intermediate report creation (including graphs and pivot tables), data entry, filing, processing paperwork, coordination of meetings, supply ordering, basic project coordination, and similar tasks. The Administrative Assistant II answers routine and non-routine correspondence and works with confidential and sensitive information. Deals with a diverse group of customers, patients, and visitors as well as internal contacts at all levels of the organization.

FHCSD's Advanced Practice Provider (APP) Residency Program is a 12-month educational program for recently-graduated nurse practitioners and physician assistants. The program offers a unique salaried opportunity to improve clinical skills and prepare for a career in community medicine. The program will prepare APPs to manage complex care of patients in a multi-cultural, socioeconomically diverse population. Participants will develop the integrative skills needed to practice in a Patient-Centered Medical Home in a medically underserved community.

Responsibilities:

• Work closely with the APP residency Program director to perform administrative duties related to program operations
• Create and disseminate resident curriculum schedules and program's monthly calendars
• Build templates and open schedules in CMIS
• Track and manage resident and faculty time off requests
• Communicate with clinic directors/department leaders regarding administrative issues related to hosting learners (patient registration, timecards, etc.)
• Field questions and concerns from preceptors, clinic directors/department leaders, and residents, and pass concerns along to program director as appropriate
• Circulate and collect evaluations for clinical rotations and each didactic session
• Compile evaluation data to present to program director
• Coordinate with guest lecturers (including scheduling, providing parking information, setting up for lectures)
• Track resident productivity
• Coordinate with Communications department regarding program marketing (website, recruitment flyers, etc.)
• Plan and coordinate residents' graduation ceremony
• Attend and record meetings for Residency Advisory Committee

Medical Staff Office (MSO) Department:

• Assist program director on the program's application for accreditation
• Acts as a liaison with other departments and internal and external customers (including patients, vendors, auditors and inspectors). Answers phones, emails, and walk-in visitors, using discretion to answer both routine and complicated questions; forwards issues to appropriate person. Handles confidential and routine information.
• Coordinates special nonrecurring and ongoing projects, utilizing project management skills; works with teams or independently to meet deadlines and accomplish project goals. May coach, mentor, or lead teammates on special projects.
• Performs general clerical tasks as assigned, which may include filing, processing paperwork, data entry, scanning/photocopying, and similar tasks.
• Researches, collects, and enters data. Performs basic data analysis, identifying discrepancies and researching for resolution. Creates intermediate level reports, which include graphs, charts, and pivot tables. Makes reports that are timely, correct, and audience appropriate.
• Supports manager(s) and department with calendaring, scheduling, time card support, meeting organization and minutes, travel arrangements, and similar administrative support tasks.
• Types and designs general and advanced correspondences, memos, spreadsheets, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. Includes data entry and non-medical transcription.
• Other duties as fit based on applicant's special skills/experience
• Performs other duties as assigned.

Requirements:

• High School diploma or GED equivalent required.
• College level coursework in English, Business Administration, and Mathematics required; Bachelor's degree in related field preferred.
• 2 years administrative support experience required, preferably in the medical/health-related field.
• Ability to type 40 - 50 WPM; ability to accurately complete data entry at relatively high speed, utilizing grammar and spell check software.
• Exceptional knowledge of business English, including proper grammar, spelling, and punctuation.
• Intermediate knowledge of mathematics and intermediate level of calculation skills.
• Traveling between sites and other locations is occasionally required. Must have a valid California driver's license, an automobile, and proof of minimum levels of car insurance as required under California law, although limits of $100,000 are recommended. An acceptable driving record is also required. California law requires all drivers to obtain a valid California driver's license within ten days of establishing residency. Reasonable accommodation may be provided on a case-by-case basis. Mileage and other reimbursement governed by policy.

Rewards:

• Job type: Regular Full-Time
• Locations: FamilyHealth at City College and 4080 Centre St, Administration Building
• Competitive Salary with Excellent Benefits
• Retirement Plan with Employer Match
• Paid Time Off, Extended Sick Leave and Paid Holidays
• Medical/Dental/Vision/FSA/Life Insurance
• Employee Discounts and Wellness Programs

The successful candidate will have a demonstrated commitment to community medicine and providing culturally competent care to the medically underserved.

We are excited to share that the salary range for this position is:

$21.00 - $26.00

Information on our extensive benefits package can be found here: FHCSD Wellness Employee Hub (gobenefits.net)

FHCSD provides Equal Employment Opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, transfer, leave of absence, compensation, and training.

Family Health Centers of San Diego