This position is dependent upon the successful acquisition and retention of grant or outside funding; applicants should be aware that any failure to secure adequate grant or outside funding may result in position elimination.

Under the direct supervision of the department Manager, the Program Assistant performs key administrative duties in support of the program(s), ensuring confidentiality and displaying discretion in all matters. Performs advanced clerical and secretarial duties for support of service line and in addition, handles clerical tasks to assist management staff in performance of their tasks; and prepares and organizes financial, billing, data, and grant related documentation in a timely manner. Collaborates with multidisciplinary partners, participates in department outreach and activities as assigned, and may participate in department continuation programs such as Pathways and Camp Hope America. Answers phones; confirms appointments, schedules appointments, takes and delivers accurate messages; oversees incoming and outgoing mail; maintains ordering and inventory of office and clinical supplies. Maintains and updates department calendar and scheduled services, which may include all major meetings, deadlines and management staff schedules. Assists visitors and their families as needed. Prepares formats, proofreads, revises, distributes, and files documents, forms, procedures, service data, and presentation materials as requested. Maintains files, schedules, logs, and reminders to ensure accurate and up-to-date department information. Keeps accurate department files. Maintains department computer scheduling system and provides coordination of statistical database. Accurately performs data entry into appropriate database and is able to manage working with a variety of data systems and report forms. Maintains working knowledge of/and abides by accreditation and grant requirements. Provides Inter and intra departmental collaboration and cross over program assistant support.

Ability to speak and read English at a level that is sufficient to satisfactorily perform the essential functions of the position. Knowledge of standard office equipment (i.e., calculator, fax, photocopier) and personal computer and computer software skills (i.e., MS Windows, Excel, Access, Word, PowerPoint, internet, e-mail). Windows computer skills including proficient use of keyboarding, use of mouse or keys for functions such as selecting items, use of drop down menus, scroll bars, opening folders, copying and similar operations required upon employment or within the 1st two weeks of employment to perform the essential functions of the job. Performs other duties as assigned. Follows Palomar Health rules, policies, procedures, applicable laws and standards. Carries out the mission, vision, and quality commitment of Palomar Health.

Job Requirements