Administrative Assistant II

Family Health Centers of San Diego•San Diego, CA

22d•Onsite

About The Position

Family Health Centers of San Diego (FHCSD) is hiring an Administrative Assistant II to support its Advanced Practice Provider (APP) Residency Program and Medical Staff Office (MSO). Working under limited supervision, this position provides intermediate-level clerical and administrative support to assigned managers and departments. Duties include data collection and entry, basic data analysis, intermediate report creation, filing, paperwork processing, meeting coordination, supply ordering, and project coordination. The role handles confidential and sensitive information and interacts with a diverse range of customers, patients, visitors, and internal colleagues. The APP Residency Program is a 12-month educational program for recently graduated nurse practitioners and physician assistants, designed to strengthen clinical skills for community medicine and care for a culturally and socioeconomically diverse population. The Administrative Assistant supports program operations, resident scheduling and evaluations, communications, and events, and assists the program director with accreditation-related work. The position also provides general administrative, clerical, reporting, and project support to the MSO and other departments as assigned. The role is regular full-time and is based at FamilyHealth at City College and the Administration Building at 4080 Centre St. Travel between sites and other locations is occasionally required. The salary range is $21.00–$26.00. The successful candidate will demonstrate commitment to community medicine and culturally competent care for medically underserved populations.

Requirements

High school diploma or GED equivalent.
College-level coursework in English, Business Administration, and Mathematics.
Two years of administrative support experience.
Ability to type 40–50 words per minute and complete data entry accurately at relatively high speed using grammar- and spell-check software.
Exceptional knowledge of business English, including grammar, spelling, and punctuation.
Intermediate knowledge of mathematics and intermediate calculation skills.
Valid California driver’s license, an automobile, and proof of minimum car insurance levels required under California law; an acceptable driving record is also required.
Travel between sites and other locations is occasionally required.
Demonstrated commitment to community medicine and providing culturally competent care to medically underserved populations.

Nice To Haves

Bachelor’s degree in a related field.
Administrative support experience in the medical or health-related field.
Car insurance limits of $100,000 are recommended.

Responsibilities

Work closely with the APP Residency Program director on administrative duties related to program operations.
Create and distribute resident curriculum schedules and monthly program calendars.
Build templates and open schedules in CMIS.
Track and manage resident and faculty time-off requests.
Communicate with clinic directors and department leaders about administrative matters related to hosting learners, including patient registration and timecards.
Respond to questions and concerns from preceptors, clinic directors, department leaders, and residents, and refer concerns to the program director as appropriate.
Circulate and collect evaluations for clinical rotations and didactic sessions, compile the results, and present evaluation data to the program director.
Coordinate with guest lecturers, including scheduling, providing parking information, and preparing for lectures.
Track resident productivity.
Coordinate with the Communications department on program marketing, including website content and recruitment flyers.
Plan and coordinate the residents’ graduation ceremony.
Attend and record meetings of the Residency Advisory Committee.
Assist the program director with the program’s application for accreditation.
Act as a liaison with other departments and internal and external customers, including patients, vendors, auditors, and inspectors.
Answer phones, emails, and walk-in inquiries; use discretion to answer routine and complicated questions and forward issues to the appropriate person.
Handle confidential and routine information appropriately.
Coordinate special one-time and ongoing projects, working with teams or independently to meet deadlines and project goals; may coach, mentor, or lead teammates on special projects.
Perform general clerical work, including filing, paperwork processing, data entry, scanning, and photocopying.
Research, collect, and enter data; perform basic analysis, identify discrepancies, and research them for resolution.
Create accurate, timely, audience-appropriate intermediate-level reports, including graphs, charts, and pivot tables.
Support managers and departments with calendaring, scheduling, timecard support, meeting organization and minutes, travel arrangements, and related administrative tasks.
Prepare and format correspondence, memos, spreadsheets, charts, tables, graphs, and business plans; proofread and correct copy for spelling, grammar, layout, accuracy, and clarity.
Perform data entry and non-medical transcription.
Perform other duties as assigned, including duties suited to the applicant’s special skills or experience.