The Planned Parenthood of Orange and San Bernardino Counties team consists of medical professionals, health educators, advocacy, and corporate positions all working together to provide the community with high quality health care and education, regardless of personal circumstance or ability to pay. We are looking for passionate individuals that value reproductive rights and who are eager to make positive contributions to the community and our mission.
Planned Parenthood of Orange and San Bernardino Counties has an exciting full-time TEMPORARY opportunity for an Executive Assistant who will assist and relieve
the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. Responsible for administrative duties of the Chief Operations Officer and Medical Director. Perform a variety of administrative assignments and special projects including but not limit to assistance with preparation for presentations, updates statistic reports and medical protocols. Interact and coordinate work with all departments (as assigned by Patient Services Administrative Leadership).
Benefits include:
Sick, paid holiday and medical (only) benefits
Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Performs administrative duties for the Chief Operations Officer and Medical Director, including but not limited to coordinating meetings and conference calls, preparing agendas and handouts, taking minutes at regularly scheduled meetings, follow-up with all the deliverables making sure all parties in attendance meet their deliverables and catering:
Preparing/typing correspondence, and creating graphs and reports for executive team.
Familiarity with AV equipment.
Oversight and support of on-going clinician projects.
Point of contact for Patient Services Department.
Takes care of a wide variety of complex situations and conflicts involving the clerical and administrative function of the Patient Services Department that often cannot be brought to the attention of the executive.
Handles details of a confidential nature, and performs administrative functions based on understanding of company policy, executive's views and philosophy.
Arranges, on own initiative, for staff members to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations.
Practice basic project management functions including organizing project meetings, attendees, and tasks and following up on open items.
Maintain Chief Operations Officer and Medical Director calendar and ensures that necessary travel arrangements are made, as needed.
Review and submit all expenses and reimbursements.
Support, in conjunction with Training Department, biannual Clinicians/AMA trainings.
Customer service with internal and external customers, liaison between Chief Operations Officer and Medical Director and all other departments at PPOSBC.
Places, accepts and screens telephone calls and makes appointments, and contacts for the Chief Operations Officer and Medical Director.
Basic project management tasks as assigned for large, inter-departmental projects.
Responsible for Patient Services Weekly Updates Newsletter.
Anticipates ways in which executive time may be saved.
Performs other duties and responsibilities as assigned.
Qualifications
EDUCATION and/or EXPERIENCE:
Associate Degree or equivalent job-related experience, college graduate preferred.
Minimum Work Experience:
Three or more years of secretarial / administrative assistance preferred.
Health care experience highly desired, familiar with electronic medical records and medical terminology preferred.
Must be flexible and organized.
Must be able to work independently and follow through on all details.
Must be able to manage multiple tasks with minimal supervision.
Proficiency in computer software: Microsoft Windows, Outlook, Word, Excel and PowerPoint.
Good verbal, interpersonal and written communication skills and the ability to type 50 wpm.
Ability to work effectively with a diverse group of people.
Overall understanding of all departments within the agency.
Ability to learn and train on new systems.
Basic understanding of project management methodology and tools.
Ability to demonstrate mature judgment, ability to maintain a level of confidentiality, initiative and critical thinking.
Accuracy and attention to detail essential.
Advance level of proficiency with Microsoft Word, PowerPoint, Excel (use of pivot tables)
Computer proficiency, familiarity with electronic medical records, and typing skills essential.
Maintain professional demeanor at all times.
Able to work flexible hours including weekends, as required.
Planned Parenthood/Orange and San Bernardino Counties is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, equal pay, age, disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military, veteran status or any other federal or state protected class. We are committed to building and maintaining an inclusive workplace that values diversity, equity, and inclusion.
