Administrative Assistant III

Family Health Centers of San Diego•San Diego, CA

18d•$22 - $28

About The Position

Family Health Centers of San Diego is looking for an Administrative Assistant III who independently provides 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.

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.
Ability to type 40 - 50 WPM; ability to accurately complete data entry at relatively high speed, utilizing grammar and spell check software.
Exceptional knowledge of mathematics and intermediate level of calculation skills.
Exceptional skills in computer software and systems, specifically Microsoft Office; ability to create graphs, use Excel Macros, and create dynamic power-point presentations.
Intermediate knowledge of project management practices and principals, and LEAN methodology.
Successful track record of leading and driving positive change through others.
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.

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.
Performs other duties as assigned.
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.