QUALITY ADMINISTRATIVE ASSISTANT

sbclinics; Santa Barbara (CA); On-site; USD 34,000 - 41,000; Full time

Job summary

SBNC is seeking a Quality Administrative Assistant to support the Chief Quality Officer, Chief Medical Officer, and Director of Nursing. Responsibilities include scheduling, correspondence, meeting minutes, and travel arrangements.

Proficiency in MS Word, Excel, PowerPoint, and Adobe Acrobat is required, with strong English grammar and professional communication. Position involves handling confidential information, vendor interactions, and off-site errands.

Qualifications

• Education: High School diploma or GED equivalent. AA Degree Preferred.
• Knowledge of: Proficient knowledge of Microsoft Word and Excel.
• Excellent use of Microsoft Power Point and Adobe Acrobat.
• English grammar, spelling, and punctuation must be excellent.
• Ability to: Follow verbal and written instructions accurately.
• Communicate effectively and professionally with a variety of people and provide accurate information, via phone, e-mail, and written communication.
• Work independently and complete tasks with minimal supervision.
• Pay attention to detail.
• Organize work and maintain accurate files and records.
• Use office equipment including copier, fax, and postage meter.
• Knowledge of Microsoft office required. Knowledge of Canva or other design software preferred.
• Certification/License: Valid California driver's license with a clean driving record; must be able to drive to various company sites as required.

Responsibilities

• Composing and preparing correspondence, fielding and prioritizing phone calls and voicemails, and assisting with and responding to emails and appropriately relaying important information promptly and clearly.
• Manage the calendars and various appointments for the CQO/CMO/DON.
• Work closely and effectively with the CQO/CMO/DON to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Assists in preparing for meetings, including preparing meeting materials, keeping track of meeting progress and follow up items, managing meeting agendas, and taking meeting minutes.
• Coordinate and purchase food for monthly provider meetings at each clinic, arriving by 8:00 AM and utilizing a personal vehicle for food pickup and transportation.
• Manage off-site administrative errands, including FedEx shipments, post office visits, and other business-related tasks.
• Files and retrieves documents, records, and reports required by CQO/CMO/DON.
• Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, and editing, proofreading and standardizing documents.
• Create and maintain a digital filing system.
• Preparing presentations.
• Make travel and accommodation arrangements.
• The Quality Administrative Assistant may be privy to sensitive or proprietary information, and will maintain the utmost confidentiality and integrity.
• The Quality Administrative Assistant may interact with vendors and community partners and will comport themselves professionally as a representative of the organization.
• All other duties as assigned.
• Salary Range: $25.00 - $30.00

Skills

Communication

Attention to detail

Work independently

Education

High School diploma or GED

AA Degree Preferred

Valid California driver's license

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Canva

Job description

SUMMARY:

Under supervision of the Chief Quality Officer, the Quality Administrative Assistant provides a wide range of administrative and office support activities to the Chief Quality Officer, Chief Medical Officer, and the Director of Nursing.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Assists with administrative duties and completes a broad variety of administrative tasks that include:

• Composing and preparing correspondence, fielding and prioritizing phone calls and voicemails, and assisting with and responding to emails and appropriately relaying important information promptly and clearly.
• Manage the calendars and various appointments for the CQO/CMO/DON.
• Works closely and effectively with the CQO/CMO/DON to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Assists in preparing for meetings, including preparing meeting materials, keeping track of meeting progress and follow up items, managing meeting agendas, and taking meeting minutes.
• Coordinate and purchase food for monthly provider meetings at each clinic, arriving by 8:00 AM and utilizing a personal vehicle for food pickup and transportation.
• Manage off-site administrative errands, including FedEx shipments, post office visits, and other business-related tasks.
• Files and retrieves documents, records, and reports required by CQO/CMO/DON.
• Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, and editing, proofreading and standardizing documents.
• Create and maintain a digital filing system.
• Preparing presentations.
• Make travel and accommodation arrangements.
• The Quality Administrative Assistant may be privy to sensitive or proprietary information, and will maintain the utmost confidentiality and integrity.
• The Quality Administrative Assistant may interact with vendors and community partners and will comport themselves professionally as a representative of the organization.
• All other duties as assigned.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Education: High School diploma or GED equivalent. AA Degree Preferred.

Knowledge of: Proficient knowledge of Microsoft Word and Excel.

Excellent use of Microsoft Power Point and Adobe Acrobat.

English grammar, spelling, and punctuation must be excellent.

Ability to: Follow verbal and written instructions accurately.

Communicate effectively and professionally with a variety of people and provide accurate information, via phone, e-mail, and written communication.

Work independently and complete tasks with minimal supervision.

Pay attention to detail.

Organize work and maintain accurate files and records.

Use office equipment including copier, fax, and postage meter.

Knowledge of Microsoft office required. Knowledge of Canva or other design software preferred.

Physical Demands: May be required to lift objects weighing up to 25 pounds. Sitting in a normal seated position for extended periods. Reaching by extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal range. Ability to move about.

Certification/License: Valid California driver's license with a clean driving record; must be able to drive to various company sites as required.

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job unless providing such accommodations would result in undue hardship for the SBNC.

OTHER DUTIES AND RESPONSIBILITIES:

1. Demonstrates understanding of and observes all SBNC policies, procedures, rules, and regulations.
2. Demonstrates successful work-related behaviors.
3. Attends SBNC meetings as required.

The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or it is a logical assignment to the position. The employee is expected to perform other duties necessary for the effective operation of the department.

Salary Range: $25.00 - $30.00