Executive Administrative Assistant 1703 North Avalon Boulevard, Wilmington, CA 90744 Hybrid work $25

•$30 an hour

•Full-time Apply with Indeed Administrative Assistant |

Healing To You Location:

Wilmington, CA Schedule:

Full-time, 36 hours per week

Compensation:

$25

•30 per hour

Benefits:

Health coverage, paid time off, and paid holidays Language requirement: Bilingual English and Spanish required Position Summary Healing To You (HTY) is a nonprofit community health center that provides medical and mental health care, with specialty services for survivors of domestic violence and sexual assault. The Administrative Assistant supports executive leadership and the daily operations of the Wilmington clinic and Mobile Healthcare Program. The role combines patient and office support with electronic health record administration, grant and project coordination, bill payment, and financial record keeping. Essential Duties and Responsibilities Executive and office administration Manage executive officers' calendars, schedule appointments and meetings, send reminders, and communicate schedule changes. Take meeting notes, document decisions and action items, and follow up on outstanding tasks. Coordinate logistics for the weekly services meeting: invite presenters and attendees, manage RSVPs, monitor the chat during virtual meetings, record attendance, and distribute follow-up materials. Prepare correspondence, maintain shared files and calendars, and monitor office supplies. Identify recurring delays or gaps in administrative processes and recommend improvements. Clinic operations and community resources Welcome patients and visitors, respond to calls and emails in English and Spanish, and direct clinical questions to the care team. Schedule and confirm patient appointments, assist with registration and intake paperwork, and explain how to access clinic and mobile services. Confirm mobile clinic schedules with partner sites and coordinate the distribution of equipment, supplies, and materials to clinic locations. Maintain a directory of community resources and service providers. Develop contacts with partner organizations to expand HTY's referral network. Electronic health records, case management, and reporting Enter and update patient and client information in the electronic health record (EHR) and case management systems, including demographics, insurance information, referrals, appointments, and service records. Upload and organize approved documents. Review records for missing or inconsistent information and follow up with the appropriate staff to resolve discrepancies. Run reports for grants, projects, clinic operations, and other program needs. Grant and project administration Maintain project calendars and trackers, monitor deadlines and deliverables, and follow up with staff on outstanding items. Gather service data, supporting documents, and partner materials for grant applications and reports. Maintain organized grant and project files, coordinate project meetings, and track decisions and next steps. Finance and bill payment Receive and log vendor invoices, check supporting documentation, track payment due dates, and route bills for approval. Process approved payments in accordance with HTY's financial procedures and maintain accurate payment records. Follow up on invoice discrepancies and organize invoices, receipts, and reimbursement documentation. Gather records for accounting staff to support expense tracking, grant reporting, monthly close, and audits. Required Qualifications Bilingual proficiency in English and Spanish, sufficient to assist patients, explain administrative processes, and communicate with families and community partners in both languages. Bachelor's degree in social work, business, or a related field, or an equivalent combination of education and relevant experience. Experience in administrative support, office coordination, reception, or a related role. Proficiency with Google Workspace, Canva, Adobe Acrobat, and Microsoft Office. Familiarity with coordinating virtual meetings and webinars, including invitations, attendance, chat, and follow-up materials. Ability to learn and use EHR, case management, and reporting systems. Completion of 40-hour California Domestic Violence Counselor training and 40-hour Sexual Assault Advocate training, or willingness to complete both within HTY's required timeframe.

Skills Attention to detail:

Enter data accurately, check records for completeness, and prepare clear reports.

Organization and follow-through:

Manage work independently, balance competing deadlines, and adjust priorities as needs change.

Problem-solving:

Find practical solutions and recognize when an issue needs to be escalated.

Financial record keeping:

Match invoices to supporting documents and maintain organized payment records.

Communication and teamwork:

Communicate clearly in writing and conversation, collaborate with colleagues and community partners, and incorporate direction and feedback.

Discretion and professional judgment:

Protect sensitive patient and financial information, maintain professional boundaries, and respond calmly and respectfully to sensitive disclosures involving abuse of adults, children, or animals. Use available support when needed. Preferred Qualifications Experience in healthcare, behavioral health, nonprofit, or community services. Experience with patient scheduling, intake, referrals, EHR reporting, or case management systems. Experience supporting grants, projects, or program reporting. Experience with accounts payable, bookkeeping support, or QuickBooks.

Pay:

$25.00

•$30.00 per hour Expected hours: 36.0 per week

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Language:

Spanish (Required)

Work Location:

Hybrid remote in Wilmington, CA 90744