Administrative Assistant I
St Pauls Senior Services•SAN DIEGO, CA
•Onsite
About The Position
Provides comprehensive administrative support to the Administrator of McColl Health Center and the Executive Director of St. Paul's Manor by coordinating daily administrative operations, supporting leadership initiatives, maintaining confidential records, facilitating communication, and assisting with projects that promote regulatory compliance and operational excellence.
Requirements
- Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Strong organizational and time management skills with the ability to prioritize multiple assignments.
- Ability to interact professionally with residents, families, visitors, physicians, vendors, and staff in person and by telephone.
- Ability to remain calm, organized, and professional during emergencies or high-stress situations.
- Excellent attention to detail with the ability to proofread correspondence, reports, and meeting materials.
Nice To Haves
- Experience with presentation, graphic design, or publishing software highly preferred.
Responsibilities
- Provide administrative support to the Administrator and Executive Director.
- Manage calendars, schedule meetings, coordinate appointments, and prioritize requests.
- Prepare agendas, meeting packets, presentations, reports, spreadsheets, and correspondence.
- Attend leadership meetings and prepare accurate meeting minutes, action items, and follow-up communications.
- Coordinate recurring meetings, including Safety Committee, REM, Leadership, All Staff Meetings, Open Forum, QAPI, and other committee meetings.
- Track assignments and action items to ensure timely completion.
- Assist with survey preparation by organizing documentation, maintaining regulatory binders, and coordinating survey readiness activities.
- Prepare reports, policies, procedures, and other administrative documents while ensuring proper formatting and proofreading for accuracy.
- Coordinate executive travel, conferences, training registrations, and continuing education as requested.
- Maintain confidential personnel, resident, and administrative records in accordance with HIPAA and organizational policies.
- Serve as a professional point of contact for residents, families, vendors, physicians, community partners, and visitors.
- Assist with special projects, quality improvement initiatives, and operational priorities as assigned.
- Coordinate office operations, including ordering supplies, maintaining inventory, and organizing filing systems.
- Prepare purchase requests, invoices, and administrative documentation as needed.
- Assist with planning employee recognition events, leadership meetings, resident events, and community outreach activities.
- Coordinate communication between departments to ensure timely dissemination of information.
- Assist with preparing leadership reports, dashboards, and operational metrics.
- Maintain meeting calendars and reserve conference rooms as needed.
- Support onboarding activities, training coordination, and administrative orientation for new leaders.
- Monitor and respond to general administrative correspondence and telephone inquiries.
- Perform additional administrative duties and special assignments as directed by the Administrator and Executive Director.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
