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Program Assistant in San Diego at Vaco

Date Posted: 5/13/2019

Job Snapshot

  • Employee Type:
  • Location:
    San Diego
  • Job Type:
  • Experience:
    At least 2 year(s)
  • Date Posted:
  • Job ID:

Job Description

Program Assistant - Part-Time

Position Summary

The Foundation is looking for a highly organized and detail-oriented Program Assistant to join the team at our headquarters in San Diego, CA. The successful candidate will assist multiple programs with daily operations, administrative details, email communications, medical record requests and receipt, and internal customer service, with limited direct patient contact.

The job is currently offered on a part-time basis at 4 hours/day, totaling 20 hours/week. The hours are somewhat flexible and can work around your personal schedule, with the future possibility of more hours.

Responsibilities and Duties

Help process new patients/participants upon program registration

Duties for the Clearity Patient Assistance Program

  • Enter information into database, including demographics and clinical data
  • Request medical records and follow up with institutions, as appropriate
  • Parse, label and upload records to database
  • Assist with additional paperwork
  • Assist with email communications as needed
  • Report to the Patient Services & Database Manager and Scientific Director

Duties for the Steps Through OC program

  • Process new intakes and assignments to OC Counselors
  • Manage OC Counselor caseload lists in Google Sheets
  • Run weekly program Excel reports
  • Enter info into program database as needed
  • Manage materials and uploads for online Content Library
  • Assist with calendar & scheduling as needed through Google Calendar
  • Attend meetings as needed and appropriate
  • Report to the Lead OC Counselor and Senior Director



Minimum Associate of Arts or Science degree

Minimum 2 years of administrative clerical experience

Proficiency with Microsoft Office Suite

Familiarity with Google G Suite

Familiarity with basic medical terminology/medical records

Excellent written and verbal communication skills

Ability to multi-task and prioritize in a fast-paced environment


Exceptional attention to detail

Not afraid of technology

Team player with good interpersonal skills


Bachelor of Arts or Science degree

Some experience in health-related non-profit administrative work, preferably in a HIPAA-compliant health care environment

Interest in women's health and support for start-up organization


$16-$18/ hour DOE

Part-time basis at 4 hours/day, totaling 20 hours/week

Opportunity to advance position