Administrative Specialist

Quality, Risk, Planning, Marketing Administrative Assistant

Harlingen Clinic - Harlingen, TX 78550

Overview

Position Type Full Time

Description

General Description Of Position:

An administrative assistant skilled in using analytical strategic skills to support two health center units. Provides comprehensive administrative and coordination support with a focus on grants management, marketing and communications, strategic planning, risk management, and quality improvement initiatives. This role supports regulatory compliance Health and Human Resources Administration and Federal Tort Claims Act (HRSA and FTCA) requirements, assists with data tracking and reporting, and contributes to the effective execution of organizational and clinical quality programs. Will work to meet the administrative assistant requirements for HRSA, Service Area Competition, Patient Centered Medical Home, Federal Tort Claims Act.

Essential Job Functions: (With or without accommodations)

Departmental Support and Communication: Ongoing communication with both Chief of Planning, Marketing, and Grants and the Director of Quality and Risk Management. Provides administrative support to initiatives, special projects, and follow up on communications involving other departments. Provide administrative support to leadership across compliance, quality, and operations. Coordinate meetings (e.g., QI Committee, Risk Committee, and special tasks force meetings) including agendas, minutes, and follow-up tracking. Maintains organized electronic filing systems aligned with HRSA and audit requirements. Drafts and formats reports, policies, presentations, and correspondence. Assists with preparation for audits. Assists with preparation, submission, and tracking of HRSA grants and other federal/state funding. Maintains grant files, Notices of Award (NOAs), and compliance documentation. May assist in tracking grant deliverables, reporting deadlines, and conditions of award. Supports documentation required for HRSA program requirements. Compiles supporting documentation and reports for Service Area Competition (SAC), budget periods, and progress reports

Management of Information and Documentation: Assists in collecting, validating, and organizing clinical and operational data. Maintains tracking tools for various measures and ensure timely data submission as designed by the respective department Chief/Director. Helps monitor performance trends and identifies data gaps. Assists with community outreach initiatives brochure designs and health promotion campaigns. Manages social media accounts and website updates in alignment with the health center branding. Coordinates events such as health fairs and community events flyers. Track outreach and engagement metrics. Support strategic planning processes, including needs assessments and implementation tracking of reports needed from other departments. Maintains documentation for organizational goals, action plans, and performance dashboards. Assists in gathering data for HRSA-required needs assessments and service area reviews. Tracks progress on key initiatives and report updates to leadership. Maintains incident reports, risk logs, and patient grievance/complaint tracking in alignment with FTCA requirements. Assists with documentation required for FTCA deeming and annual reapplication. Tracks and follows up on corrective action plans related to incidents or audit findings. Ensures proper documentation and retention of risk-related records, Supports patient safety and risk mitigation initiatives

Demonstration of safe and professional conduct: Maintains a friendly environment for self and others. Respond to emergency situations per training. Refrain from texting and speaking on cell phone while in public area. Refrain from informal communications with patients and others. Must always adhere to a professional appearance in dress and behavior/conduct. Attends work on a regular and predictable schedule in accordance with clinic leave policy and performs duties as assigned.

Position Directly Supervised: None

Qualifications

Knowledge, Skills, And Abilities: (Use of equipment, job related knowledge, language, etc.)

Knowledge of Artificial Intelligence tools

Knowledge of PCMH Model

Knowledge of the use of computer for work documents, power points, excel, and other software.

Knowledge of strategic and operational planning, processes.

Knowledge of business office operations and adherence to confidentiality.

Knowledge of regulatory requirements (HIPAA) and other regulatory agencies.

Skilled in report writing reports, minutes, etc.

Skilled in written and verbal communication.

Skilled in organizing, interpersonal relationship building, and social media platforms

Ability to schedule meetings and appointments.

Ability to communicate effectively with groups and individuals.

Ability to be a team player that motivates others.

Ability to work in a fast paced environment and to multi-task.

Ability to maintain a flexible work schedule.

Ability to maintain audit and office confidentiality.

Ability to communicate in English and in Spanish.

Ability to fully comply with the enhanced infection control requirements of the health center.

Minimum Qualifications/Certificates/Licenses/Registrations Required: Associate or bachelor's degree with 4 years of administrative experience in a healthcare, community health center, or nonprofit setting supporting executive level administrators.

Special Instructions: This position requires travel. Employee must provide transportation. If employee operates a personal motor vehicle in the performance of their official duties, the employee must possess a current valid Texas driver's license for the appropriate type of vehicle and Texas Liability insurance. This position requires that an employee's driving record be verified with law enforcement to ensure compliance with SC's driving policy.

Due to the nature of SC Services, it may be necessary for employees to work extended hours or other variations of the usual shift to ensure adequate care to patients and to maintain service to the community.