Planned Parenthood California Central Coast (PPCCC) is an equal opportunity employer, we welcome all applicants regardless of their race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, sex, gender identity, gender expression, age, sexual orientation, military or veteran status, and all other protected categories by applicable law.
PPCCC is a trusted provider of high-quality, affordable reproductive health care along California’s Central Coast. Each year, PPCCC provides 28,000 people on the central coast with health care services; including sexually transmitted infection testing and treatment, birth control, breast and cervical cancer screenings, vasectomies, and safe and legal abortion care at our six health center locations. PPCCC also provides comprehensive sexuality education programs to help adults and teens make healthy decisions, prevent unintended pregnancies, and avoid sexually transmitted infection.
JOB SUMMARY:
Provide administrative support for the Chief Medical Officer, Vice President of Health Center Operations, Senior Director of Medical Services in order to support the Clinical Services Department and Health Centers. Assist the clinical services team with special projects as needed including updating and revision of medical guidelines,all-staff training, and other department wide events.
Clinical Services Support
- Provide administrative support to the Chief Medical Officer,Vice President of Health Center Operations, and Senior Director of Medical Services including scheduling,travel and other administrative functions.
- Coordinate all Clinical Services departmental meetings including requesting agenda items, keeping minutes and following up on items as necessary.
- Assist with setup, lunch requirements,audio visual needs for meetings.
- In collaboration with the Chief Medical Officer and Sr. Director of Medical Services, maintain and update clinical forms and distribute to other sites in a timely manner. Assist in the preparation of medical protocols, including typing, final formatting,and distribution.
- Assist VP of Health Center Operations with day-to-day office administration, recording of affiliate training programs, the completion of applicable agency and PPFA reports, the provision of general administrative support and assistance on other special projects as needed.
- Monitor and submit all Health Center license renewals (pharmacy,DHS, Medical Waste, CLIA,etc.) and follow up to ensure all licensing is kept up to date. Submit renewals and appropriate paperwork prior to expiration date. Retain all documentation related to licensing.
- Assist with coordination of regulatory reports, corrective action files, and follow up correspondence.
- Responsible for completion of 340B and 318 enrollments on an annual basis.
- Coordinate the clinician on-call schedules. Serve as a liaison between the on-call service and clinicians. Bring to the attention of the VP of Health Center Operations, issues that need immediate resolution. Manage and maintain all communication with the on-call service on an as needed basis.
- Assist clinical services staff with coordination of special engagements and services from vendors, as needed.
- Responsible for special projects such as patient experience efforts which includes collection of data and reporting including but not limited to yelp reviews.
- Coordinates departmental correspondence including check requests for permits and invoices,collection of mail and delivery.
- Responsible for internal Clinician CME tracking and generating certificates. Track attendance at clinical webinars and ensure absent attendees make up sessions. Also track attendance at biannual emergency drills and ensure all staff attend at least one or have a make-up session.
- Other duties as assigned by the Chief Medical Officer,Vice President of Health Center Operations, and Senior Director of Medical Services.
QUALIFICATIONS
- 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.
- Strong commitment to the mission, policies, goals and philosophy of Planned Parenthood.
- Strong commitment to Diversity, Equity and Inclusion.
- Ability to demonstrate mature judgment, initiative, and critical thinking.
- Professional appearance and attitude.
- Ability to communicate effectively with staff, patients, volunteers, and external partners.
- Accuracy and attention to detail essential.
- Administrative, clerical and organizational skills essential.
- Availability to work flexible hours.
- Ability to function independently and with minimal supervision.
- Ability to function at a high level in a fast-paced environment.
- Must be able to work independently and as a team member.
- Must possess current driver’s license and access to reliable transportation; ability and willingness to travel when necessary.
CUSTOMER SERVICE RESPONSIBILITIES
- Excellent customer service skills and commitment to providing the highest level of internal and external customer satisfaction.
PRODUCTIVITY RESPONSIBILITIES
- Ability to prioritize and manage multiple projects simultaneously.
- Ability to act independently to solve problems and develop recommendations.
EDUCATION AND/OR EXPERIENCE
- Associate’s or Bachelor’s degree or 3 years support or administrative services experience.
- Mission driven, non-profit organization experience.
COMPUTER SKILLS
- Proficiency with Microsoft (Word, Excel, Outlook, PowerPoint, etc.) and web conferencing
ADDITIONAL QUALIFICATIONS
- Must have reliable transportation, valid California driver’s license and appropriate insurance.
REASONING ABILITY
- Ability to define problems, collect data, establish facts, and draw valid conclusions.