Executive Assistant

For more than 55 years, Family Health Centers of San Diego’s (FHCSD) mission has been to provide caring, affordable, high-quality health care and supportive services to everyone, with a special commitment to uninsured, low-income and medically underserved persons.

FHCSD is one of the top 10 largest federally qualified health centers (FQHCs) in the country. We operate more than 90 sites across San Diego County, including 29 primary care clinics, 23 behavioral health facilities, 10 physical rehabilitation clinics, nine dental clinics, five vision clinics, four outpatient substance use treatment programs, three mobile medical units, two mobile counseling centers, two urgent care centers, and a pharmacy.

Our staff provides care to over 227,000 patients each year, of whom 91% are low-income and 29% are uninsured. FHCSD provides care to all. Services include, but are not limited to adult care, chronic disease management, pediatrics, comprehensive women’s care including obstetrics, dental, vision, case management, physical rehabilitation, speech therapy for children, vaccinations, infectious diseases, behavioral health, substance use counseling and a host of specialty services including cardiology, podiatry, endocrinology, dermatology, among others.  FHCSD also offers supportive services to those who are unsheltered and in need of intensive case management.   

The breadth of our clinic locations, services and programs has grown over the last five decades, making us the largest community clinic provider of health care to the uninsured in the county and one of the top 10 largest community clinic organizations in the nation. We are also the largest health care safety-net provider, largest school-based health care provider and the largest mental health provider in the San Diego region.

Family Health Centers of San Diego is looking for an Executive Assistant to provide high-level administrative support for an executive team member, ensuring organizational effectiveness by leading projects, may supervise clerical staff, and maintains efficient communication channels throughout the organization.

Responsibilities:

• Manages/coordinates the projects, calendars, and associated meetings of the executive leader(s) the employee is assigned to.
• Coordinates and actively participates in a variety of organizational meetings by: Coordinating agendas, taking and producing timely meeting minutes, and distributing and filing meeting documents and artifacts.
• Develops systems to monitor meetings and ensures timely follow-up on resolutions.
• Ensures Senior Leadership's directives are communicated accurately to all organizational levels as directed.
• Manages an organized repository of correspondence and materials pertinent to Senior Leadership's administrative functions.
• Supports drafting and the finalization of communications, including letters, meeting records, and patient correspondences.
• Manages planning of appointments and meetings, handling logistics such as catering, parking reservations, and venue allocation.
• Acts as a liaison with other departments and internal and external customers (including patients, vendors, auditors, and inspectors) on behalf of their assigned executive(s). Handles confidential information and answers complex, department-specific questions when necessary.
• Assists in monitoring applicable regulatory and department standards for adherence on an on-going basis as assigned.
• Generates and proofreads correspondence and related information, including supporting presentations, data, and related graphs.
• May lead, educate, coach and mentor others on LEAN principles related to continuous process improvement philosophy, tools, and application to accomplish organizational goals.
• Manages assigned department files and related management databases.
• Oversees all aspects of assigned projects ranging from planning to analysis.
• May process organizational donations, including the creation and distribution of acknowledgment letters and creation of any required financial reports.
• Recruits, trains, develops, engages, and retains an accountable workforce as directed.
• Researches, analyzes, creates, and presents reports as assigned.
• Performs other duties as assigned.

Requirements:

• Bachelor’s degree in Business Administration, Healthcare Administration, Political Science, or related field required.
• Traveling between sites and other locations is occasionally required. Must have a valid California driver’s license, an automobile, and proof of minimum levels of car insurance as required under California law, although limits of $100,000 are recommended. An acceptable driving record is also required. California law requires all drivers to obtain a valid California driver’s license within ten days of establishing residency. Reasonable accommodation may be provided on a case-by-case basis. Mileage and other reimbursement governed by policy.

Experience/Specialized skills (including Language):

• At least 3 years progressively responsible administrative support experience required, preferably in the medical/health-related field.
• Ability to work well in both a team-based environment and independently.
• Basic project management and implementation knowledge and skills, including knowledge of effective change management practices and principles.
• Exceptional knowledge of business English, including proper grammar, spelling, and punctuation.
• Exceptional organizational and problem-solving skills, attention to detail, time-management skills, and strong motivation to meet deadlines and achieve goals.
• Exceptional skills in computer applications and software, including MS Office (Word, Excel, and PowerPoint) and Adobe Acrobat Pro.
• Exceptional written and verbal communication skills.
• Willingness to learn and grow skillset.

Rewards:

• Job type: Regular Full-Time (Onsite)
• Competitive Salary with Excellent Benefits
• Retirement Plan with Employer Match
• Paid Time Off, Extended Sick Leave and Paid Holidays
• Medical/Dental/Vision/FSA/Life Insurance
• Employee Discounts and Wellness Programs

#IndAdmin

The successful candidate will have a demonstrated commitment to community medicine and providing culturally competent care to the medically underserved.

We are excited to share that the salary range for this position is:

Information on our extensive benefits package can be found here: FHCSD Wellness – Employee Hub (gobenefits.net)

FHCSD provides Equal Employment Opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, transfer, leave of absence, compensation, and training.