Administrative Assistant I (Temp)

Neighborhood-Healthcare; Escondido (CA); On-site; USD 32,000 - 44,000; Full time

Job summary

Neighborhood Healthcare is seeking an Administrative Assistant for a temporary 3‑month assignment in Escondido, CA. The role provides comprehensive administrative support to the C‑Suite and department managers, ensuring proactive, organized operations in a fast-paced environment.

Requires a high school diploma or GED and at least 2 years of office experience; healthcare setting experience is preferred. Strong communication, confidentiality, and MS Office skills are essential for success.

Qualifications

• High school diploma or GED is required.
• Minimum 2 years of office experience.
• Experience as Administrative Assistant or in healthcare setting preferred.
• Strong written and verbal communication; MS Office proficiency.

Responsibilities

• Greet and direct visitors and staff.
• Answer all incoming calls promptly and professionally.
• Open, date stamp and distribute incoming mail; prepare and add postage to outgoing mail.
• Schedule catering for meetings as requested.
• Submit corporate credit card receipts or invoices using finance software.
• Monitor and submit credit card purchases using finance software.
• Maintain office equipment and place service calls as needed.
• Report computer, phone problems, and facility issues via the ticketing system.
• Keep track of office supplies and order as needed.
• Receive and process subpoenas and other requests for records.
• Schedule conference room reservations and support leadership meetings.
• Coordinate and schedule travel arrangements for leadership and managerial staff.
• Organize, arrange, and clean up meetings, training and events.
• Assist Leadership in organizing monthly Board meetings and trainings.

Skills

Proficient in MS Office

Excellent verbal and written comms

Organizational skills

Discretion and confidentiality

Teamwork and independence

Education

High school diploma or GED

2 years office experience

Healthcare setting experience preferred

Tools

Finance software

Ticketing system

Job description

Community health is about more than just vaccines and checkups. It’s about giving people the resources they need to live their best lives. At Neighborhood, this is our vision. A community where everyone is healthy and happy. We’re with you every step of the way, with the care you need for each of life’s chapters. At Neighborhood, we are Better Together.

As a private, non-profit 501(C) (3) community health organization, we serve over 500,000 medical, dental, and behavioral health visits from more than 96k people annually. We do this in pursuit of our mission to improve the health and happiness of the communities we serve by providing quality care to all, regardless of situation or circumstance.

We have been doing this since 1969, and it is our employees that make this mission a reality. Regardless of the role, our team focuses on being compassionate, having integrity, being professional, always collaborating, and consistently going above and beyond. If that sounds like an organization you want to be a part of, we would love to have you.

ROLE OVERVIEW and PURPOSE

This is a temporary, 3-month position with an estimated end date of January 29, 2027. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour lunch break.

The Administrative Assistant provides comprehensive administrative and organizational support to the C‑Suite, executive leadership, and department management staff teams. This role facilitates productivity and effectiveness of executive leaders by providing proactive support and streamlining administrative processes. Acting as a trusted partner, this role enables leaders to focus on strategic initiatives by anticipating needs, fostering efficient communication, and managing priorities in a fast-paced environment.

RESPONSIBILITIES

• Greet and directs visitors and staff
• Answer all incoming calls promptly and professionally
• Open, date stamp and distribute incoming mail including preparing and adding postage to all outgoing mail
• Schedule catering for meetings as requested
• Submit corporate credit card receipts or Invoices using a finance software system
• Monitor and submit credit card purchases using finance software
• Maintain office equipment and place service calls as needed
• Report computer, phone problems, and facility issues via the ticketing system as needed
• Keep track of office supplies on hand and order as needed
• Receive and process subpoenas and other requests for records
• Schedule and maintain conference room reservations
• Provide administrative assistance to Leadership, other support staff, and the Board of Directors as requested
• Coordinate and schedule travel arrangements for Leadership and Managerial staff as needed
• Organize, arrange, and clean up meetings, training and events
• Assist Leadership in the organization of monthly Board of Directors meetings, Board of Directors Retreat, and Board of Directors Trainings
• Other related duties as assigned

EDUCATION/EXPERIENCE

• High school/GED required
• 2 years of office experience required
• Previous experience as an Administrative Assistant, or similar role, preferred
• Previous experience in a healthcare setting, preferred

ADDITIONAL QUALIFICATIONS (Knowledge, Skills and Abilities)

• Excellent verbal and written communication skills, including superior composition, typing, and proofreading skills
• Proficient in MS Office (Word, Excel, PowerPoint)
• Excellent organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment
• High degree of discretion and confidentiality, understanding the sensitive nature of information handled
• Ability to interpret a variety of instructions in written, oral, diagram, or schedule form
• Ability to work as part of a team as well as independently
• Ability to work with highly confidential information in a professional and ethical manner

Physical Requirements

• Ability to lift/carry 20lbs/weight
• Ability to stand for long periods

COMPLIANCE (Safety & HIPPA)

• Follows all safety procedures as outlined in Neighborhood Healthcare’s Illness and Injury Prevention Plan (IIPP) and report any injuries and/or unsafe conditions immediately
• Maintains current knowledge of policies and procedures as they relate to safe work practices
• Follows all safety procedures and report unsafe conditions
• Uses appropriate body mechanics to ensure an injury free environment
• Familiarity with location of nearest fire extinguisher and emergency exits
• Follows all infection control procedures including blood-borne pathogen protocols
• Maintains privacy of all patients, employee and volunteer information and access such information only on a need-to-know basis for business purposes
• Complies with all regulations regarding corporate integrity and security obligations
• Reports all behavior and/or activity that are unethical, fraudulent, or unlawful

Pay range: $22.88 to $32.08 an hour, depending on experience and additional qualifications.

Compensation Disclosure:The posted salary range reflects the designated pay grade for this position. While this range represents the broader classification of the role, actual compensation will be based on several factors, including but not limited to the candidate’s overall knowledge, skills, and experience, market data and industry benchmarks, internal equity within the organization, Budgetary considerations and organizational needs. As a result, placement within the range is not guaranteed, and the full pay grade range may not be utilized.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.