Administrative Support Assistant

At DAP Health we are committed to transforming lives and advancing health equity for all. As a leading nonprofit health care provider we deliver compassionate high-quality care to the diverse communities of the Coachella Valley and San Diego County. Our comprehensive services range from primary care to mental health wellness programs and beyond with a focus on those who are most vulnerable. Joining our team means becoming part of a passionate innovative organization dedicated to making a meaningful impact in the lives of those we serve. If youre looking for a dynamic and purpose-driven environment we invite you to explore the opportunity to contribute to our mission.

Job Summary

Under the direction of the Chief Information Officer (CIO) the Administrative Support Assistant at DAP Health provides comprehensive administrative and clerical support to the Information Technology Finance Contracts and Legal departments. This role serves as a key resource for the CIO and the broader administrative teams managing daily operations coordinating schedules and streamlining workflows to ensure the smooth functioning of a dynamic cross-functional environment. Responsibilities also include assisting the administrative team with completing insurance applications requesting and organizing certificates of insurance and maintaining accurate tracking of communications and documentation related to reportable property casualty and auto claims and incidents. Additionally this role supports the Finance Contracts Administrative and IT teams with ordering office supplies.The ideal candidate will work independently handling a wide range of complex and confidential tasks while demonstrating exceptional communication and interpersonal skills. This position requires the ability to interact effectively with internal teams and external partners delivering high-quality support across multiple departments.

Supervisory Responsibilities: None

Essential Duties/Responsibilities

• Provide high-level administrative support including calendar management meeting coordination and day-to-day operational tasks
• Prepare format and distribute reports presentations and correspondence for internal teams and organizational stakeholders
• Support project tracking by monitoring task completion and compiling progress updates for internal reporting
• Process and submit pre-approval forms distribution requests quotes and invoices in accordance with organizational policies
• Review assess route and respond to correspondence ensuring timely follow-up and resolution of action items
• Act as a communication liaison between internal departments and external partners to facilitate accurate and timely information exchange
• Coordinate logistics for departmental meetings trainings and special events including scheduling materials and setup
• Respond to inquiries from administrative and clinical staff as well as external stakeholders with professionalism and efficiency
• Collaborate with cross-functional teams to support the integration and alignment of administrative operations across the organization
• Assist with reconciliation of company credit cards as needed
• Sort and distribute incoming and outgoing mail daily across all departments and manage courier services
• Maintain and track usage of the campus postage machine including oversight of the postage log
• Order and manage departmental supplies through the DAP Ordering Portal
• Perform other duties as assigned to support departmental and organizational needs

Required Skills/Abilities

• Exceptional organizational skills with the ability to manage multiple priorities and tasks efficiently
• Outstanding written and verbal communication skills with a professional and approachable demeanor
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other relevant software tools
• Ability to operate standard office equipment including fax machines copiers scanners and computers
• High attention to detail with strong accuracy in data entry and document management
• Proven ability to maintain confidentiality and handle sensitive information with discretion
• Strong analytical and problem-solving skills; capable of working independently and collaboratively
• Demonstrated professionalism in interactions with diverse groups including clinical teams board members and external partners

Education and Experience

• An associate degree or higher in business administration or a related field is preferred
• Minimum of 2 years of experience in an administrative or clerical role preferably within a healthcare or non-profit organization environment
• Proven track record of supporting executive staff in a fast-paced setting
• Experience with scheduling coordinating meetings and managing calendars for multiple stakeholders
• Familiarity with IT terminology and systems is a plus

Working Conditions/Physical Requirements

• This position is on-site at the DAP Health Sunrise location
• This job operates in an office setting and requires frequent times of sitting standing repetitive motion and talking
• Ability to lift up to 24 pounds