Program Assistant

Palomar Health•Poway, CA

1d•$23 - $35•Onsite

About The Position

The Program Assistant performs key administrative duties in support of the Women's Center, ensuring confidentiality and discretion in all matters. This role involves advanced clerical and secretarial tasks to support the center and assist management staff. Responsibilities include answering phones, taking and delivering messages, overseeing incoming and outgoing mail, and maintaining inventory of office and clinical supplies. The assistant will also maintain and update the department calendar and computer, including major meetings, deadlines, and management staff schedules. They will assist visitors, distribute files, documents, forms, and other materials, and maintain accurate department files, schedules, logs, and reminders. The position requires maintaining the department computer scheduling system and following up on physician requests for information, while keeping the Service Line Administrator/Project Manager informed of operations issues. A critical part of the role is patient registration and admission, overseeing the collection of patient and insurance data for billing, and managing and assembling all required data and documents for accurate billing. The Program Assistant is also responsible for providing cash control support, including managing the petty cash box and safe, and must possess a thorough knowledge of compliance rules and regulations. The role requires proficiency in speaking and reading English, knowledge of standard office equipment (calculator, fax, photocopier), and computer software skills (MS Windows, Excel, Access, Word, PowerPoint, internet, e-mail), including proficient keyboarding and mouse skills.

Requirements

High School Diploma and/or combination of education and experience
1 year breast center office experience
1 year healthcare related office experience
Possesses a thorough knowledge of compliance rules and regulations
Speak and read English at a level that is sufficient to satisfactorily perform the essential functions of the position
Knowledge of standard office equipment (i.e., calculator, fax, photocopier) and personal computer and computer software skills (i.e., MS Windows, Excel, Access, Word, Powerpoint, internet, e-mail)
Windows computer skills including proficient use of keyboarding, use of mouse or keys for functions such as selecting items, use of drop down menus, scroll bars, opening folders, copying and similar operations required upon employment or within the 1st two weeks of employment to perform the essential functions of the job
Valid Driver's License

Nice To Haves

Advanced training in administration or business management
3 - 5 years related experience
Bilingual - Spanish

Responsibilities

Perform key administrative duties in support of the Women's Center ensuring confidentiality and displaying discretion in all matters
Perform advanced clerical and secretarial duties for support of center and in addition, handles clerical tasks to assist management staff in performance of their tasks
Answer phones; take and deliver accurate messages
Oversee incoming and outgoing mail
Maintain inventory of office and clinical supplies
Maintain and update department calendar and computer which includes major meetings, deadlines and management staff schedules
Assist visitors and adheres to the Standards of Behavior established by Palomar Health
Distribute files, documents, forms, and other materials as requested
Maintain files, schedules, logs and reminders to ensure accurate and up-to-date department information
Keep accurate department files
Maintain department computer scheduling system
Follow up on physician requests for information
Keeps Service Line Administrator/Project Manager informed of operations issues
Responsible for registration and admission of patients
Oversee collection of patient and insurance data for billing of services and manages and assembles all data and documents required for accurate billing
Responsible for providing cash control support for the organization including petty cash box and safe
Perform other duties as assigned
Follows Palomar Health rules, policies, procedures, applicable laws and standards
Carries out the mission, vision, and quality commitment of Palomar Health