Administrative Assistant

Key Duties

The Administrative Assistant provides high-level administrative support to Terra Behavioral Health's leadership, operations, and Human Resources teams. This role is responsible for ensuring administrative tasks are completed accurately, efficiently, and with attention to detail while supporting the organization's daily operations.

Administrative Assistants play a key role in keeping Terra organized by auditing records, tracking projects and compliance items, coordinating communication, maintaining documentation, and providing operational support across departments. They are resourceful problem-solvers who thrive in a fast-paced environment, effectively manage competing priorities, and proactively identify opportunities to improve efficiency.

Success in this role requires exceptional organizational skills, strong computer proficiency, and the ability to work seamlessly across multiple technology platforms, including Microsoft Teams, SharePoint, Microsoft Office, Indeed, HRIS systems, electronic health records, and other business applications. The ideal candidate is adaptable, detail-oriented, exceeds at time management, and committed to supporting Terra Behavioral Health's mission through exceptional administrative and operational excellence.

Operations Support Function

· Manage inventory and supply ordering

· Audit timecards, client records, and communicate to employees and leadership.

· Assist with scheduling onboarding

· Respond to inquiries

· Coordinate office needs

· Assist leadership with special projects and follow-up on action items

· Monitor completion of assigned administrative tasks

· Support communication between departments

· Support technology requests and track work orders

HR Administrative Support Function

· Track new employee documents for compliance

· Prepare and monitor employee personnel files

· Assist with new hire orientation

· Perform prescreens, schedule interviews, and coordinate recruiting processes

Compliance and auditing

· Audit employee and client documentation for completeness

· Track compliance requirements and due dates

· Prepare documentation for licensing, accreditation, and regulatory reviews

· Maintain policy and procedure documents

· Ensure records are accurate, organized, and current

Team Collaboration

· Partner with clinical, leadership, and operations teams to support effective operations

· Actively come prepared and participate in meetings as needed

· Support clinicians and leadership in administrative tasks and office operations.

General Responsibilities

· Maintain confidentiality and comply with HIPAA and organizational policies

· Demonstrate professionalism, initiative, and accountability

· Prioritize competing deadlines in a fast-paced environment

· Perform other duties as assigned

Culture Contribution

· Help build a culture that is safe, supportive, accountable, and aligned with Terra’s values by sharing feedback, collaborating to find solutions, and modeling Terra’s values.

· Bring a positive, collaborative spirit and a willingness to learn, grow, and contribute to a high-performing team.

· Embody Terra’s values — truth, integrity, humility, and heart — in every interaction.

· Contribute ideas and observations that strengthen our systems and elevate the care we deliver.

Required Qualifications

· 1 year Experience as an administrative assistant or office manager (preferred)

· Health screening: Physical Examination, TB Clearance prior to hire

· Background check clearance prior to hire

· Skilled at managing multiple tasks at once, very organized, highly efficient, and ability to prioritize quickly.

If you're ready to join a dynamic team invested in providing high-quality care with a high-growth company, we look forward to hearing from you.

Pay: $19.00 - $21.00 per hour

Benefits:

• Flexible schedule

Experience:

• Medical administrative support: 1 year (Preferred)

Location:

• Temecula, CA 92590 (Required)

Work Location: Hybrid remote in Temecula, CA 92590

Salary : $19 - $21