Administrative Assistant II

Family Health Centers of San Diego•San Diego, CA

1d•$21 - $26•Onsite

About The Position

Family Health Centers of San Diego (FHCSD) is seeking an Administrative Assistant II to support the Advanced Practice Provider (APP) Residency Program and Medical Staff Office (MSO). Under limited supervision, this role provides intermediate-level clerical and administrative support to assigned managers and departments. Duties include collecting, entering, and analyzing data; preparing reports with graphs and pivot tables; processing paperwork; coordinating meetings; ordering supplies; and supporting projects. The position handles routine and non-routine correspondence and confidential information, and interacts with patients, visitors, customers, and internal contacts at all organizational levels. The APP Residency Program is a 12-month educational program for recently graduated nurse practitioners and physician assistants. It helps residents strengthen clinical skills and prepare for community medicine serving a multicultural, socioeconomically diverse population in a Patient-Centered Medical Home. The role also supports MSO projects and operations, including accreditation-related work, communication with internal and external contacts, administrative and clerical tasks, data and report preparation, scheduling, meeting coordination, and document preparation. The successful candidate will demonstrate a commitment to community medicine and culturally competent care for medically underserved people. The position is regular full-time and is based at FamilyHealth at City College and the Administration Building at 4080 Centre St. The listed salary range is $21.00–$26.00.

Requirements

High school diploma or GED equivalent.
College-level coursework in English, Business Administration, and Mathematics.
At least 2 years of administrative support experience; medical or health-related experience is preferred.
Ability to type 40–50 words per minute and accurately complete relatively high-speed data entry 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, automobile, and proof of minimum car insurance required under California law; an acceptable driving record is also required.
Commitment to community medicine and culturally competent care for medically underserved people.

Nice To Haves

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

Responsibilities

Work 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, such as patient registration and timecards.
Respond to questions and concerns from preceptors, clinic directors, department leaders, and residents, and relay concerns to the program director as appropriate.
Circulate and collect evaluations for clinical rotations and didactic sessions, and compile evaluation data for the program director.
Coordinate with guest lecturers, including scheduling, providing parking information, and setting up for lectures.
Track resident productivity.
Coordinate with the Communications department on program marketing, including the website and recruitment flyers.
Plan and coordinate residents’ graduation ceremony.
Attend and record meetings for the Residency Advisory Committee.
Assist the program director with the program’s accreditation application.
Liaise with departments and internal and external contacts, including patients, vendors, auditors, and inspectors; answer phones, emails, and walk-in inquiries, use discretion with confidential and routine information, and route issues appropriately.
Coordinate special one-time and ongoing projects, working independently or with teams to meet deadlines and goals; may coach, mentor, or lead teammates on special projects.
Perform clerical tasks such as filing, paperwork processing, data entry, scanning, and photocopying.
Research, collect, and enter data; perform basic analysis, identify discrepancies, and research resolutions; prepare timely, accurate, audience-appropriate intermediate-level reports with graphs, charts, and pivot tables.
Support managers and departments with calendars, scheduling, timecard support, meeting organization and minutes, travel arrangements, and related administrative tasks.
Prepare and design correspondence, memos, spreadsheets, charts, tables, graphs, and business plans; proofread and edit for spelling, grammar, layout, accuracy, and clarity; perform data entry and non-medical transcription.
Perform other duties as assigned.
Travel between sites and other locations occasionally.