Administrative Assistant III

For nearly 50 years, Family Health Centers of San Diego (FHCSD) has provided affordable, high-quality health care and supportive services to all San Diegans. With more than 1,800 employees spread throughout 40 sites around the county, FHCSD is proud of the diversity of its staff as a reflection of the communities it serves.

The reward of working at FHCSD is more than a paycheck and excellent benefits; it is the impact and contribution to the San Diego community that employees value most. If you are passionate about improving the overall health and livelihood of your community, FHCSD is looking for people like you.

General Job Description

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.

• 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.

Education/Certifications/Licenses/Registrations

• 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.
• Bachelor's degree in Business Administration, Communication, Healthcare Administration, English, or related field required.
• Or equivalent combination of education and experience that provides the skills, knowledge and ability to perform the essential job duties, and which meets any required state or federal certification requirements.
  

Experience/Specialized skills (including Language)

• Ability to exercise discretion and maintain confidential information.
• Ability to multi-task, be flexible, ensure accuracy, and meet changing priorities in a fast-paced, high-workload environment.
• Ability to relate well with team members, coworkers, and other departmental staff.
• 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.
• Exceptional interpersonal and customer service skills
• Exceptional knowledge of business English, including proper grammar, spelling, and punctuation
• Exceptional knowledge of mathematics and intermediate level of calculation skills.
• Exceptional organizational skills, attention to detail, time-management skills, and strong motivation to meet deadlines and achieve goals.
• Exceptional skills in computer software and systems, specifically Microsoft Office; ability to create graphs, use Excel Macros, and create dynamic power-point presentations.

Exceptional written and verbal communication skills.

• Intermediate analytical and problem solving skills.
• Intermediate knowledge of project management practices and principals, and LEAN methodology.
• Successful track record of leading and driving positive change through others.
  

Physical Requirements/Working Environment

Bending (neck): RARELY (0-1 HRS)

Bending (waist): RARELY (0-1 HRS)

Climbing (ladder): NEVER

Climbing (stairs): RARELY (0-1 HRS)

Driving: To drive from one clinic or another, or in the community: NEVER

Exposure to blood borne pathogens and biohazards: NO

Exposure to dust, gas, fumes, or chemicals: OFFICE SUPPLIES.

Fine manipulation: FREQUENTLY (3 - 6 HRS)

Kneeling: RARELY (0-1 HRS)

Lifting 0 - 10 lbs: FREQUENTLY (3 - 6 HRS)

Lifting 11 - 25 lbs: OCCASIONALLY (1 - 3 HRS)

Lifting 25 - 50 lbs: RARELY (0-1 HRS)

Lifting 51 - 75 lbs: NEVER

Lifting over 75 lbs: NEVER

Power Grasping: RARELY (0-1 HRS)

Pulling 0 - 10 lbs: FREQUENTLY (3 - 6 HRS)

Pulling 11 - 25 lbs: OCCASIONALLY (1 - 3 HRS)

Pulling 25 - 50 lbs: RARELY (0-1 HRS)

Pulling 51 - 75 lbs: NEVER

Pulling over 75 lbs: NEVER

Pushing & Pulling: OCCASIONALLY (UP TO 3 HOURS)

Pushing 0 - 10 lbs: FREQUENTLY (3 - 6 HRS)

Pushing 11 - 25 lbs: OCCASIONALLY (1 - 3 HRS)

Pushing 25 - 50 lbs: RARELY (0-1 HRS)

Pushing 51 - 75 lbs: NEVER

Pushing over 75 lbs: NEVER

Reaching (above shoulder level): OCCASIONALLY (1 - 3 HRS)

Reaching (below shoulder level): OCCASIONALLY (1 - 3 HRS)

Repetitive use of hand: CONSTANTLY (6+ HRS)

Simple Grasping: FREQUENTLY (3 - 6 HRS)

Sitting: CONSTANTLY (6+ HRS)

Standing: FREQUENTLY (3 - 6 HRS)

Twisting: RARELY (0-1 HRS)

Use of Personal Protective Equipment: NO

Walking: FREQUENTLY (3 - 6 HRS)

Working around equipment and machinery: Office equipment
Ages of Patients Served: N/A