Clinical Services Administrative Assistant Temp

Planned Parenthood California Central Coast • Santa Barbara, CA

2d

About The Position

Planned Parenthood California Central Coast (PPCCC) is an equal opportunity employer committed to diversity and inclusion. PPCCC is a trusted provider of high-quality, affordable reproductive health care and comprehensive sexuality education along California’s Central Coast. This role provides essential administrative support for key leadership within the Clinical Services Department, including the Chief Medical Officer, Vice President of Health Center Operations, and Senior Director of Medical Services. The position plays a crucial role in ensuring the smooth operation of health centers, supporting special projects, and maintaining compliance with various regulations and reporting requirements.

Requirements

• Strong commitment to the mission, policies, goals, and philosophy of Planned Parenthood.
• Strong commitment to Diversity, Equity, and Inclusion.
• Ability to demonstrate mature judgment, initiative, and critical thinking.
• Professional appearance and attitude.
• Ability to communicate effectively with staff, patients, volunteers, and external partners.
• Accuracy and attention to detail are essential.
• Administrative, clerical, and organizational skills are essential.
• Availability to work flexible hours.
• Ability to function independently and with minimal supervision.
• Ability to function at a high level in a fast-paced environment.
• Must be able to work independently and as a team member.
• Must possess a current driver's license and access to reliable transportation; ability and willingness to travel when necessary.
• Excellent customer service skills and commitment to providing the highest level of internal and external customer satisfaction.
• Ability to prioritize and manage multiple projects simultaneously.
• Ability to act independently to solve problems and develop recommendations.
• Proficiency with Microsoft (Word, Excel, Outlook, PowerPoint, etc.) and web conferencing tools.
• Must have reliable transportation, valid California driver’s license, and appropriate insurance.

Nice To Haves

• Associate’s or Bachelor’s degree or 3 years of support or administrative services experience.
• Mission-driven, non-profit organization experience.

Responsibilities

• Provide administrative support to the Chief Medical Officer, Vice President of Health Center Operations, and Senior Director of Medical Services, including scheduling, travel arrangements, and other administrative functions.
• Coordinate all Clinical Services departmental meetings, including requesting agenda items, taking minutes, and following up on action items.
• Assist with meeting logistics such as setup, catering, and audio-visual needs.
• Collaborate with leadership to maintain and update clinical forms and ensure timely distribution to all sites.
• Assist in the preparation of medical protocols, including typing, final formatting, and distribution.
• Support the VP of Health Center Operations with daily office administration, recording of affiliate training programs, completion of agency and PPFA reports, and general administrative support on special projects.
• Monitor and submit all Health Center license renewals (pharmacy, DHS, Medical Waste, CLIA, etc.) and ensure licensing remains up-to-date, retaining all related documentation.
• Assist with the coordination of regulatory reports, corrective action files, and follow-up correspondence.
• Complete 340B and 318 enrollments annually.
• Coordinate clinician on-call schedules and serve as a liaison between the on-call service and clinicians, escalating urgent issues to the VP of Health Center Operations.
• Manage communication with the on-call service as needed.
• Assist clinical services staff with coordinating special engagements and services from vendors.
• Manage special projects such as patient experience initiatives, including data collection and reporting (e.g., Yelp reviews).
• Coordinate departmental correspondence, including check requests for permits and invoices, and mail collection/delivery.
• Maintain internal Clinician CME tracking and generate certificates.
• Track attendance at clinical webinars and ensure absent attendees make up sessions.
• Track attendance at biannual emergency drills and ensure all staff attend or complete a make-up session.
• Perform other duties as assigned by the Chief Medical Officer, Vice President of Health Center Operations, and Senior Director of Medical Services.

Benefits

• Bilingual Spanish/English differential pay is offered upon passing the language assessment test.

What This Job Offers

• Career Level: Entry Level
• Education Level: Associate degree