Administrative Assistant I/II/III - Compliance

Ventura County • Ventura, CA

1d • Onsite

About The Position

This position provides administrative, coordination, and program support to the Compliance Officer and the Health Care Agency (HCA) Office of Compliance and Privacy. The role supports compliance operations, privacy activities, policy tracking, training coordination, committee preparation, audit and corrective action tracking, documentation management, and other confidential administrative functions. The ideal candidate will be a self-starter with strong administrative, organizational, and technical skills, including experience using Microsoft SharePoint, Forms, Excel, Word, Outlook, and related tools. The candidate should have experience supporting executive-level leaders, confidential administrative functions, and department operations. They will be well-versed in supporting compliance, privacy, healthcare, regulatory, legal, audit, risk, quality, or other highly confidential functions. They will also demonstrate strong judgment, professionalism, attention to detail, follow-through, and the ability to manage multiple priorities with limited direction. This role will provide administrative support to the Compliance Officer and coordination support to the HCA Office of Compliance and Privacy.

Requirements

• Possession of an Associate's degree in a related field (such as business, public administration, general education, etc.) and one (1) year of related administrative experience (for Administrative Assistant I).
• Possession of an Associate's degree in a related field (such as business, public administration, general education, etc.) and two (2) years of related administrative experience (for Administrative Assistant II).
• Possession of an Associate's degree in a related field (such as business, public administration, general education, etc.) and three (3) years of related administrative experience (for Administrative Assistant III).
• Additional related experience can be substituted for the education requirement on a year for year basis.
• Previous experience supporting departments that work with compliance, privacy, legal, regulatory, auditing, or other confidential administrative functions.
• Intermediate proficiency in Microsoft Word.
• Intermediate proficiency in Microsoft Excel.
• Intermediate proficiency in Microsoft Outlook.
• Intermediate proficiency in Microsoft SharePoint.

Nice To Haves

• Proficiency and previous experience using Microsoft Forms.

Responsibilities

• Provides administrative support to the Compliance Officer, including calendar management, meeting coordination, correspondence, document preparation, follow-up tracking, and organization of confidential materials.
• Provides coordination and administrative support to compliance and privacy functions within HCA.
• Maintains department SharePoint sites, document libraries, trackers, forms, folders, permissions coordination, and related workflow tools.
• Uses Microsoft Forms, Excel, SharePoint, and other tools to collect information, track submissions, monitor completion status, and prepare reports.
• Assists with compliance and privacy tracking logs, including training, policies, investigations, audits, corrective action plans, committee items, vendor documentation, and other department deliverables.
• Prepares agendas, meetings materials, minutes, reports, correspondence, and follow-up items for compliance and privacy meetings.
• Supports compliance and privacy departments with document collection, tracking, reporting, policy updates, audit support, regulatory readiness, and follow-up activities.
• Maintains confidential records and documents in an organized and secure manner.
• Coordinates with internal department to obtain information, follow-up on deadlines, and support compliance and privacy workflows.
• Performs other related duties as required.

Benefits

• Possible educational incentive of 2.5%, 3.5%, or 5% based on completion of Associate's, Bachelor's, or Master's degree.
• Eligible for bilingual incentive depending upon operational need and certification of skill.
• Eligible for overtime compensation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree