Administrative Assistant II
Administrative Assistant II
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
Job Details
Description
Under the general supervision of the Chief Operations Officer (COO) the Administrative Assistant II (AA II) provides a broad variety of clerical and administrative tasks including managing an active calendar of appointments composing and preparing correspondence and taking minutes that may be confidential arranging detailed travel plans meetings conference calls compiling documents itineraries and agendas. The AA II also provides administrative department Board of Directors as needed. The AA II is responsible for developing and maintaining an accurate calendar official board and administrative records documents and files; and participating/coordinating special projects and events as assigned.
Qualifications
ESSENTIAL FUNCTIONS:
The following reflects managements definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
- The AA II must have excellent communication planning and problem solving (or critical thinking) skills; must be able to work independently or in cooperation with other groups as directed by COO; and must be able to manage their time effectively.
- The AAII screens telephone calls correspondences and appointment requests for the COO; greets visitors and serves as primary back up to the HR Compliance Quality Improvement IT HIM / PRC departments.
- Responsible for coordinating and organizing SCIHP calendar schedule department meetings and conferences including meeting venue bookings catering requirements coordinates room setup with maintenance and IT for audiovisual equipment/support. Has available flip charts and tends to other requirements of meeting as needed.
- Responsible for taking minutes for meetings distributing agendas and other meeting materials as assigned.
- Responsible for organizing and maintaining COO and Administration department documents records and reports.
- Responsible for coordinating and preparing travel arrangements including making hotel accommodations land/air transportation and completing a travel order form for the COO and others as needed.
- Responsible for maintaining an accurate expense report processing invoices in a timely manner ensuring correct account codes are used and required signatures are obtained.
- Performs general office duties such as ordering of supplies maintaining adequate supplies in copy room ensures room is kept neat and orderly; maintains accurate records/files; composes types and distributes internal/external correspondence and memos emails filing photocopying scanning and faxes as needed.
- Creates and maintains a filing system(s) which includes electronic files.
- Completes or assists in the planning coordination and operation of special programs conferences workshops and other functions as assigned.
- Welcome onsite visitors determine the nature of business and announces visitors to appropriate personnel. Monitors visitors access.
- Goes to the post office and picks up mail daily. Receives sorts and routes mail and maintains and routes publications daily.
- Creates engaging and visually appealing flyers newsletters social media posts and posters to effectively communicate information and promote departmental events ensuring consistency with the organizations brand guidelines and standards.
- Coordinates headshot photos of new hires and writes new provider biographies ensuring a polished and professional representation of new team members.
- Creates and updates website content; collaborates with a consultant.
- Collaborates between external vendors and internal departments to ensure the successful of health fairs and community events meeting diverse needs and fostering a comprehensive and engaging event experience for the community.
- Oversees the room reservation calendar liaise with individuals seeking room reservations ensure proper documentation and access arrangements are seamlessly coordinated and manage reservations to prevent calendar conflicts.
- Perform additional duties as assigned.
BOARD OF DIRECTOR DUTIES:
- Responsible for scheduling and arranging meeting space; ordering and preparing refreshments and meals for all bimonthly Board meetings committees or special meetings.
- Prepares publishes and posts agendas (with approval from COO and or CEO) meeting notices and other related materials; assemble Board packets. Prepare and disseminate all documents for Board Meetings in a timely manner; posts monthly board minutes; scans and maintains an accurate file of the monthly board meeting minutes and attachments.
- Maintains a current and accurate board mailing / contact information current delegates and certifications. Including onboarding of new board members.
- Responsible for coordinating and preparing travel arrangements for the Board of Directors.
- Serves as contact and source of information for the Board of Directors.
- Updates Board of Directors binders as needed; maintains adequate office supplies in board room orders plates and cutlery for board refreshments etc.
EDUCATION AND EXPERIENCE:
- Associates Degree (A.A) or a Business School Secretarial Certificate three to five years experience or equivalent combination of education and experience.
- Must maintain a valid unrestricted California Drivers license and ability to be insurable under SCIHPs automobile insurance and be able to meet insurance requirements regarding driver record in order to utilize GSA vehicles.
- Possess current CPR certification.
QUALIFICATIONS:
- Ability to effectively present information and respond to questions from Board of Directors managers clients customers and the general public.
- Must possess excellent verbal and written communication skills.
- Must possess strong working knowledge of Microsoft office suite.
- Must maintain discretion confidentiality commitment to excellence and high standards.
- Must possess strong organizational problemsolving and analytical skills.
- Ability to manage and prioritize workflow.
- Strong interpersonal skills.
- Ability to understand and follow written and verbal instructions.
- Ability to work independently and as a member of various teams and committees.
- Versatility flexibility and a willingness to work within constantly changing priorities with enthusiasm.
- Acute attention to detail
- Demonstrated ability to plan and organize projects.
- Ability to multitask and prioritize daily workload.
- Must be able to work flexible hours.
SPECIAL QUALIFICATIONS:
All employees must be sensitive to the needs of the Native American community demonstrate a deep understanding and respect for the diverse cultural heritage traditions and historical context of the Native American community.
Employment Type
Full-Time
