Administrative Assistant 3

For more than 55 years, Family Health Centers of San Diego’s (FHCSD) mission has been to provide caring, affordable, high-quality health care and supportive services to everyone, with a special commitment to uninsured, low-income and medically underserved persons.

FHCSD is one of the top 10 largest federally qualified health centers (FQHCs) in the country. We operate more than 90 sites across San Diego County, including 29 primary care clinics, 23 behavioral health facilities, 10 physical rehabilitation clinics, nine dental clinics, five vision clinics, four outpatient substance use treatment programs, three mobile medical units, two mobile counseling centers, two urgent care centers, and a pharmacy.

Our staff provides care to over 227,000 patients each year, of whom 91% are low-income and 29% are uninsured. FHCSD provides care to all. Services include, but are not limited to adult care, chronic disease management, pediatrics, comprehensive women’s care including obstetrics, dental, vision, case management, physical rehabilitation, speech therapy for children, vaccinations, infectious diseases, behavioral health, substance use counseling and a host of specialty services including cardiology, podiatry, endocrinology, dermatology, among others.  FHCSD also offers supportive services to those who are unsheltered and in need of intensive case management.   

The breadth of our clinic locations, services and programs has grown over the last five decades, making us the largest community clinic provider of health care to the uninsured in the county and one of the top 10 largest community clinic organizations in the nation. We are also the largest health care safety-net provider, largest school-based health care provider and the largest mental health provider in the San Diego region.

Family Health Centers of San Diego is looking for an Administrative Assistant III to independently provide high-level administrative support for the assigned managers and department. Duties are broad and will vary depending on assignment, but generally include data collection, entry, and analysis, advanced report creation (including graphs and pivot tables), coordination of meetings, supply ordering, and similar tasks. The Administrative Assistant III uses in-depth knowledge of departmental operations and discretion to answer routine and non-routine correspondence and works with highly 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. As the senior level of Administrative Support, the Administrative Assistant III coordinates larger departmental projects with organizational impact, utilizing project management skills and applying LEAN methodology. In addition, the Administrative Assistant III may provide supervision to a small number of lower level clerical and administrative support staff.

Responsibilities:

• 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.
• Ensures applicable regulatory and department standards are adhered to on an on-going basis (The Joint Commission, OSHA, etc.).
• Leads, educates, coaches and mentors others on LEAN continuous process improvement philosophy, tools and application to accomplish organizational goals.
• Recruits, trains, develops, engages and retains an accountable workforce.
• Researches, collects, and enters data. Performs intermediate data analysis, identifying discrepancies and researching for resolution. Creates high-level reports, which include graphs, charts, and pivot tables. Makes reports that are timely, correct, and audience appropriate.
• Supports manager(s) and department with high-level administrative support, which may include calendaring, scheduling, time card support, meeting organization and minutes, travel arrangements, and similar administrative support tasks.
• Types and designs high-level, audience specific 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.
• Utilizes LEAN methodology to manage special nonrecurring and ongoing projects, including planning, implementation, and evaluation; works with teams or independently to meet deadlines and accomplish project goals. Coaches, mentors, and leads teammates on special projects.
• Performs other duties as assigned. 

Requirements:

• Bachelor's degree in Business Administration, Communication, Healthcare Administration, *English, or related field required.
• 1 year of experience with project coordination and management.
• 4 years of progressively responsible administrative support experience required, preferably in the medical/health-related field.
• 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.

Experience/Specialized skills (including Language):

• Ability to exercise discretion and maintain confidential information.
• Ability to multi-task, be flexible, ensure accuracy, and meet changing priorities in a fast-paced, high-workload environment.
• Ability to relate well with team members, coworkers, and other departmental staff.
• Ability to type 40 - 50 WPM; ability to accurately complete data entry at relatively high speed, utilizing grammar and spell check software.
• Bilingual English-Spanish may be required depending on assignment.
• Exceptional interpersonal and customer service skills
• Exceptional knowledge of business English, including proper grammar, spelling, and punctuation.
• Exceptional knowledge of mathematics and intermediate level of calculation skills.
• Exceptional organizational skills, attention to detail, time-management skills, and strong motivation to meet deadlines and achieve goals.
• Exceptional skills in computer software and systems, specifically Microsoft Office; ability to create graphs, use Excel Macros, and create dynamic power-point presentations.
• Exceptional written and verbal communication skills.
• Intermediate analytical and problem solving skills.
• Intermediate knowledge of project management practices and principals, and LEAN methodology.
• Successful track record of leading and driving positive change through others.

Rewards:

• Job type: Regular Part-time (20 hours/week)
• 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

#IndAdmin

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:

$22.00 - $28.00

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.