Admin Assistant Operations Department

JWCH Institute • Commerce, CA

31d

About The Position

The Administrative Assistant position provides support to the agency’s Chief Operating Officer through the coordination of meetings, completion of administrative tasks, and procurement of supplies. The administrative assistant further works to support the Operations Department through the provision of supplies, coordination of projects/events, assisting in communicating information. The position overall supports the Operations department in its goal to ensure success in the operations of the agency.

Nice To Haves

• Experience handling confidential documents.
• Working knowledge of Microsoft Office programs (Microsoft Excel, Word, PowerPoint, Outlook)
• Current California Driver’s License
• Ability to communicate clearly both written and verbal
• Strong attention to detail & problem-solving abilities

Responsibilities

• Provides administrative support but not limited to the Chief Operating Officer, Operations Department, and the agency.
• Oversees calendars and helps schedule, coordinate, and prepare meetings and trainings.
• Arranges meetings, prepares agendas, compiles materials, and records & produces meeting minutes.
• Accepts and routes incoming calls in a manner that reflects on the agency in a positive way. Takes accurate messages and relays important information to managers and/or departments.
• Ensures professional and courteous communication via telephone, face-to-face, email and any other forms of communication with staff, patients, and agency partners.
• Manages data entry systems, utilization of an Electronic Medical Record System and HIPPA complaint platforms.
• Compiles and creates reports to analyze and report data to management and collaborating agencies.
• Tracks data measures for projects and grants.
• Provides administrative support in medical operations which may include providing coverage in administrative or clerical positions.
• Provides administrative support to supervisors, managers, administrators, directors, assistant directors, and executive team.
• Attends and assists with the organization of outreach, meetings, trainings or vaccine clinic events.
• Assist in inventory management and organization.
• Procurement of supplies that may include office, outreach, training, medical supplies, catering for meetings. In addition, further assisting managers in the procurement of supplies by navigating through the purchasing software and process.
• Assists and coordinates orientation of departments for new clinic administrators/supervisors.
• Perform a variety of routine clerical duties including but not limited to filing, scanning, copying, faxing, sorting mail, and updating forms.
• Monitors incoming mail and ensures timely distribution to appropriate departments.
• Assists in the operationalization of agency projects, events, and clinics through the provision of supplies, and services
• Adhere to all organizational safety policies, procedures, and regulatory requirements to ensure a safe environment for patients, staff, and visitors.
• Participate in required safety and compliance trainings and apply learned practices in daily work activities.
• Identify, report, and help mitigate unsafe conditions, incidents, or hazards in the workplace.
• Use equipment, tools, and supplies safely and responsibly in accordance with organizational and regulatory standards.
• Maintain awareness of infection control, occupational health, and emergency preparedness procedures appropriate to the role.
• Performs other tasks as assigned.

Benefits

• Medical, Dental, Vision
• Monthly employer-sponsored allowance for assistance with health premiums.
• Funded Health Savings Account (up to deductible) to assist with carrier-approved medical expenses.
• Paid time off (vacation, sick leave) and 13 paid holidays.
• 401(k) Safe Harbor Profit Sharing plan.
• Mileage reimbursement.
• Short- and long-term disability plans (LTD/STD).
• Life insurance policy & AD&D, and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees