Administrative Assistant III, Physical Rehabilitation

at  Family Health Centers of San Diego

IMPACT LIVES, IMPACT COMMUNITY

Family Health Centers of San Diego (FHCSD) is passionate about providing exceptional health care to all, especially underserved communities with limited health care options. Founded by a Latina grandmother/community advocate over 50 years ago in Barrio Logan, FHCSD has grown into one of the largest community health systems in the country. With over 62 sites, over 227,000 patients, and over 417,000 visits last year, we provide a wide variety of health care and outreach services to a very diverse patient population. We are proud of our mission, our lasting community impact, and the cultural and individual diversity of our staff.
A great opportunity for growth and experience! The candidate will be working directly with the Director of Physical Rehabilitation Services and the extended department in a growing position in which the candidate will be empowered to make decisions, be creative, take on various projects, work with an extended team, and navigate a dynamic and growing department. The ideal candidate is ready to learn, confident, open to new tasks, and enjoys a varied day-to-day.
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.
Candidate may be required to occasionally travel to other FHCSD Physical Rehabilitation sites, as needed. These sites include Chula Vista FHC, Diamond Neighborhoods FHC, El Cajon FHC, Hillcrest FHC, and Lemon Grove Physical Health and Wellness.

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.
• Bilingual English-Spanish may be required depending on assignment
• Ability and means to travel as needed in a timely manner within San Diego County. DRIVER REQUIREMENTS: Requires an active Class C California driver’s license, proof of liability insurance at $100,000, on vehicle used. No more than 2 points in past 12 months; No suspensions in last 2 years for moving violations; No DUI, reckless or felony Driving within 5 years. No license revocation in 7 years.

• Supports manager(s) and department with high-level administrative support, which may include calendaring, scheduling, timecard support, meeting organization and minutes, travel arrangements, and similar administrative support tasks.
• 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.
• 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.
• 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.
• 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.
• 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.
• Leads, educates, coaches and mentors others on LEAN continuous process improvement philosophy, tools, and application to accomplish organizational goals.
• Assists with recruiting, training, developing, engaging and retaining an accountable workforce.
• Ensures applicable regulatory and department standards are adhered to on an on-going basis (The Joint Commission, OSHA, etc.).
• Performs other duties as assigned.