QUALITY ADMINISTRATIVE ASSISTANT

Santa Barbara Neighborhood Clinics; Santa Barbara (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

Santa Barbara Neighborhood Clinics is seeking a Quality Administrative Assistant to support the Chief Quality Officer, Chief Medical Officer, and Director of Nursing. You will manage calendars, prepare meeting materials, and coordinate travel while handling confidential information with discretion.

The role requires a High School diploma or GED (AA degree preferred) and strong Microsoft Office skills (Word, Excel, PowerPoint, Acrobat).

Qualifications

• High School diploma or GED required; AA degree preferred.
• Proficient in Microsoft Word and Excel; strong PowerPoint and Acrobat.
• Excellent written and spoken English; professional communication.
• Ability to follow verbal and written instructions precisely.
• Ability to organize files and maintain accurate records; drive to multiple sites.
• Canva or similar design software preferred.

Responsibilities

• Assist CQO/CMO/DON with administrative duties and tasks.
• Manage calendars and appointments for senior leaders.
• Prepare for meetings: materials, agendas, minutes, follow-ups.
• Coordinate travel and accommodations; arrange meetings and logistics.
• Handle off-site errands, shipping, and general admin tasks.
• Maintain a digital filing system and prepare reports and memos.
• Draft, format, and distribute information for internal/external use.
• Maintain confidentiality and professional vendor/community relations.
• Perform other duties as assigned.

Skills

Organization

Attention to detail

Communication

Independent worker

Education

High School diploma or GED

AA Degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Canva

Job description

Career Opportunities with Santa Barbara Neighborhood Clinics

A great place to work.

Careers At Santa Barbara Neighborhood Clinics

Current job opportunities are posted here as they become available.

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:

• Demonstrates understanding of and observes all SBNC policies, procedures, rules, and regulations.
• Demonstrates successful work-related behaviors.
• 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.