Office Assistant

Details

Posted: 28-Feb-24

Location: San Diego, California

Type: Part-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 5057644

Office Assistant
Req No: 2024-16829
Category: Administrative/Clerical
Type: Part-Time Contract
Salary: $17.00 - $17.50
Close Date:
Overview
The salary range for this position is $17.00 - $17.50 per hour depending upon qualifications and is non-negotiable.
It is a requirement of this position to maintain a consistent work schedule of Tuesday through Saturday.
The South Bay Latino Research Center (SBLRC) seeks to promote and expedite research that improves cardiovascular disease outcomes in low-income Hispanic/Latinos living in the border region of San Diego. The SBLRC is considered the community-based clinical research field site within San Diego State University (SDSU) where research activities are conducted. The SBLRC primarily focuses on epidemiologic, behavioral, and genetic research in an effort to improve health, well-being, and the care delivered to Hispanic/Latinos who are at risk for, or have, cardio metabolic conditions such as obesity, diabetes and cardiovascular disease.
Housed within the SBLRC, the Hispanic Community Health Study/Study of Latinos (HCHS/SOL) is a multi-center, interdisciplinary epidemiological study of Hispanic/Latino populations in the United States sponsored by the National Heart, Lung, and Blood Institute (NHLBI) and other institutions, centers, and offices of the National Institutes of Health (NIH). The goals of the HCHS/SOL study include further exploration of the prevalence and development of chronic diseases in Hispanics/Latinos, the role of acculturation in health conditions, and to identify factors that play protective or harmful roles in health among Hispanics/Latinos. This longitudinal cohort study is intended to address a wide variety of health conditions, including heart disease, stroke, asthma, chronic obstructive lung disease, and diabetes, among others. The target population recruited from the South Bay area of San Diego County includes over 4,000 persons of Hispanic/Latino origin between the ages of 18-74.
Under the direct supervision of the Project Coordinators, Clinic Operations Managers and Project Director, this position will perform routine general office work and digitization of participant records. Typical duties may include but not limited to preparing, scanning, reviewing and removing participant's identifiers from electronic records, and cataloging participant electronic study records. Conducting data verification, data entry and data quality checks. Identifying participant record forms and assigning their correct location in the medical record adhering to proscribed protocols. This position also assists with front desk reception, receiving visitors, distributing mail, filing, answering and routing phone calls, checking voice mail messages.
Responsibilities
The Office Assistant-Electronic Record Keeping is responsible for but not limited to:

Digitization and Cataloging 70%
Assists with digitizing of paper study-related documents and merging records into e-filing systems. Performs and upkeeps the digitized study related records produced daily into files following the study proscribed protocols and guidelines to maintain and protect privacy and confidentiality. Digitization of study records involves: 1) Preparing study paper forms and the necessary materials for digitization; 2) Scanning; 3) De-identifying electronic documents using computerized software and tools; 4) Conducting detailed quality control for data verification; 5) Filing paper and electronic records; 6) Keeping a progress documentation.
Front Desk Reception Duties 25%
Assist with day-to day duties such as front desk coverage and greet participants and visitors. Answer, screen and route incoming calls, review voice mail messages, and participant correspondence. Receive study materials from participants, update logs, seek assistance as needed and disburse incentives to participants accordingly. Prepare materials for participant assessments to include research records, completion of study visits materials, and process mail. Conduct inventory of office supplies and participants snacks. Ensure study materials and supplies are available in work areas for proper flow of daily study activities. Print, photocopy, fax, scan, and keep printers well stocked as needed. Prepare materials and forms for study visits. Maintain front desk and participants breakroom clean, well-stocked, and organized. Provide excellent customer service to study participants and visitors. Maintain confidentiality of research records.
Other Administrative Duties 5%
Perform other duties as assigned by direct supervisor such as assist in the preparation of retention related mailings, prepare and schedule materials for home visits, prepare mailings of participants related materials. Conduct confirmation calls, and send reminder messages. Maintain quality and confidentiality of data and follow data entry protocols and guidelines. Other duties may be assigned as needed.
Qualifications
Knowledge and Abilities

• Bilingual skills (English/Spanish)
• Knowledge of standard office procedures such as reception duties, filing, and clerical tasks.
• Knowledge of basic computer skills and effective use of standard office support technology and software packages, including MS Word, Excel, Adobe Creative Cloud, Zoom, Google Suite, etc.
• Ability to provide excellent customer service and have appropriate phone etiquette
• Ability to work effectively as part of a team.
• Ability to work with a flexible work schedule and adapt to working variable hours as needed to include mornings, evening, and weekends.
• Ability to maintain strict confidentiality of HIPAA protected records.
• Ability to handle highly sensitive and confidential documents and information.
• Ability to communicate effectively both orally and in writing with individuals and groups in English and in Spanish.
• Ability to relate well to others (coworkers, management/administrative team and participants) within the project environment.
• Ability to arrive to work on time, understand and follow posted work rules and procedures.
• Ability to be organized, demonstrate efficient time management skills, display detail orientation; possess good judgment and common sense.
• Ability to demonstrate cross-culture sensitivity when interacting with individuals from a variety of socioeconomic and culturally diverse backgrounds.
• Ability to maintain a consistent work schedule Tuesday through Saturday.
• Ensure compliance with SDSURF policies and procedures across all functions listed above.
• Reliable transportation to travel between research sites and for off-sites duties as needed.

Minimum Education and Experience

• High school diploma
  
• No previous work experience

Preferred Qualifications

• Experience with record keeping and data entry experience.
• Previous experience in an office or administrative environment.

Additional Applicant Information

• Candidate must reside in California or live in a commutable distance from SDSU at time of hire.
• Job offer is contingent upon satisfactory clearance based on Background Check results (including a criminal record check).
• San Diego State University Research Foundation is an EEO/AA/Disability/Vets/Title IX Employer.

To apply, visit https://careers-sdsurf.icims.com/jobs/16829/office-assistant/job?in_iframe=1
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About San Diego State University
Founded in 1897, San Diego State University is a public institution of higher education located in southern California. SDSU is the oldest and largest university in San Diego and the third largest in the state. SDSU continues to gain recognition as a leader in higher education.Join SDSU and make a difference through meaningful work that contributes to knowledge and provides rich opportunities for students. The dynamic synergy between SDSU and the San Diego region furthers SDSU's excellence and global impact. Every member of our team can proudly proclaim, "I Am SDSU."In addition to SDSU, three not-for-profit auxiliary employers operate to provide services for the University. The SDSU Research Foundation furthers the educational, research and community service mission of SDSU. Aztec Shops provides a diverse portfolio of products and services including operation of the SDSU Bookstore, SDSU Dining, and management of commercial and real estate properties surrounding the campus. Associated Students of SDSU is a student-directed organization that manages programs and facilities enjoyed by students, faculty, staff, and the community-at-large.
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