Administrative Assistant - Outpatient

Casa Palmera; San Diego (CA); On-site; USD 29,000 - 32,000; Full time

Job summary

Casa Palmera in Del Mar, CA is seeking an Administrative Assistant to provide high‑level communication and outstanding customer service to employees, executives, vendors, and visitors. This full‑time role requires a polished professional demeanor and the ability to work independently in a fast‑paced setting.

Responsibilities include handling emails, transcribing notes, preparing spreadsheets, filing, onboarding new staff, and ensuring confidentiality.

Qualifications

• High School Diploma required; college education preferred.
• Excellent communication and customer service skills.
• Ability to maintain confidentiality with sensitive information.

Responsibilities

• Serve as the first line of communication between executives, staff, clients, and visitors.
• Maintain a professional, confidential work environment.
• Write emails, transcribe notes, fax, copy, and create spreadsheets.
• Attend staff meetings and manage onboarding for new staff.
• Maintain and organize filing and visitor sign-in logs.

Skills

Excellent communication

Confidentiality

Professional demeanor

Independent work

Education

High School Diploma

College education preferred

Tools

Email

Spreadsheets

Faxing

Copying

Printing

Job description

Position Summary:

It is the responsibility of the Administrative Assistant to provide high level and quality communication and customer service to employees, executive directors, management team, vendor and visitors.

Essential Job Functions:

• Must have excellent communication skills. You will be the first line of communication between your boss and the outside world, potentially speaking with clients, other employees and upper management.
• Must be able to thrive in a fast pace environment and work independently. Must possess the ability to work well under pressure and maintain a high level of confidentiality with calm and professional demeanor
• Attends staff meetings, when necessary.
• Knows the whereabouts of staff on a continuous basis.
• Manages the use of community space within the administrative building
• Assists with on-boarding new staff members
• Assists Directors with ensuring employee file compliance
• Running reports for prescription monitoring and uploading into client medical records
• Shares pertinent information with team as obtained from clients or families.
• Maintains a professional atmosphere both on the telephone and in the waiting area.
• Maintains a filing system for various company functions, including, but not limited to, copying and set-up
• You will be responsible daily for writing emails, transcribing notes, faxing, copying, and creating spreadsheets or printing documents.
• Completes chart audits for the presence or absence of required intake, nursing and clinical documents and sends results of audits to appropriate Director.
• Attends in-service training, when necessary.
• Maintains confidentiality pertaining to clients and families.
• Maintains the visitor and employee sign-in/sign-out logs.
• Maintains and orders office supplies for the administrative building.
• Maintains and orders medical supplies for the treatment programs.
• Ensures all visitors and given a "Visitor" badge and ensures visitors return "Visitor" badge
• Greets visitors and clients in a professional manner.
• Adheres to all company policies and procedures.
• Completes other tasks, as assigned.

Knowledge, Education, Experience:

• High School Diploma
• College education preferred
• Strong understanding of substance use treatment and the population treated within the facility

Employment status: Full time

Schedule: Monday-Friday 8:30-5pm

Work location: Del Mar, CA

Compensation range: $21-23 hourly