Administrative Assistant II - Health Care Services

Community Health Group; Chula Vista (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Community Health Group in California seeks an Administrative Assistant to support the Chief Medical Officer and management team with information-management and scheduling. The role requires handling confidential records, coordinating meetings, and preparing documents.

The position emphasizes strong MS Office skills, excellent communication, and the ability to work independently while delivering accurate reports and coordinating disease-management initiatives at CHG.

Qualifications

• 4 years’ experience as an administrative assistant.
• Proficient with Microsoft Office (Word, Excel, Access, PowerPoint).
• Strong written and verbal communication; ability to work independently with minimal direction.

Responsibilities

• Provide admin support to Chief Medical Officer 40% of the time.
• Respond to providers and physician offices via call tracking in QNXT.
• Prepare policies, procedures, presentations, and maintain pharmacy database as needed.
• Schedule meetings, travel, and manage correspondence; draft letters and documents.
• Coordinate CHG Case Management Resource Guide and disease-management program support.
• Support committee meetings and events including invitations and agendas.
• Maintain confidential information and division records; produce data reports and graphs.

Skills

Strong communication

Organizational skills

Analytical thinking

Interpersonal skills

Independent working

Education

High School Diploma or GED; vocational training

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Microsoft PowerPoint

Job description

Enhance management team’s effectiveness by providing information-management support; representing division management (Medical Director, Medical Practice Manager, and Medical Services Director) to others

COMPLIANCE WITH REGULATIONS

Works closely with all departments necessary to ensure that processes, programs and services are accomplished in a timely and efficient manner in accordance and compliance with CHG policies and procedures, generally accepted accounting principles, and applicable state and federal regulations including DHCS, DMHC, and CMS.

RESPONSIBILITIES

• Provides administrative assistance 40% of the time to Chief Medical Officer.
• Responds to providers and physician’s office as assigned via the call tracking within QNXT.
• Performs other duties as assigned.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, transmitting text, data, and graphics, and conducting internet searches for information and resources as needed (can include preparing policies and procedures, presentations, maintaining pharmacy database, etc.)
• Conserves management team’s time, maintaining management team’s appointment schedule, and representing the management team by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications; planning and scheduling meetings, teleconferences, and travel.
• Coordinates special projects by preparing and coordinating distribution of the CHG Case Management Resource Guide; assisting in the development of disease management programs, and others as assigned.
• Supports and coordinates committee meetings and events by planning/preparing invitations, agenda, handouts, and refreshments for all assigned meetings.
• Provides historical reference, maintains customer and confidents, and protects division’s operations by developing and utilizing filing and retrieval systems; recording meeting discussions; keeping information confidential.
• Prepares reports by collecting and analyzing data; developing spreadsheets and graphs; utilizing existing forms.
• Maintains office supplies inventory and ensures operation of equipment by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies; completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs, maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains the division’s operational records by keeping file of check requests and timecards; developing and updating budget spreadsheets; reconciling variances to Finance reports.

EDUCATION

• High School Diploma or GED and vocational/specialized training.

EXPERIENCE/ SKILLS

• 4 years’ experience as an administrative assistant.
• Expect level knowledge of all Microsoft programs (Word, Excel, Access, etc.)
• Strong verbal, written, analytical and interpersonal skills
• Ability to organize/prioritize work and work independently with minimum directions.
• Ability to apply established policies, procedures, and guidelines for problem-solving and decision making.
• Excellent fluent written and verbal communication skills.
• Discretion, good judgment, initiative, and ability to work independently.
• Excellent customer service and interpersonal skills with the ability to interface effectively with all levels of staff and provider populations, adaptable and versatile.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting
• Prolonged use of computers (exposure to CRT and use of keyboard).

The above statements describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

All qualified applicants will receive consideration for employment based on merit, without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.