Administrative Assistant II

SONOMA COUNTY INDIAN HEALTH PROJECT•Santa Rosa, CA

24d•$26 - $35•Onsite

About The Position

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. This includes managing an active calendar of appointments, composing and preparing correspondence, and taking minutes that may be confidential. The role also involves arranging detailed travel plans, meetings, and conference calls, as well as compiling documents, itineraries, and agendas. The AA II provides support to the administrative department and Board of Directors as needed. Key responsibilities include developing and maintaining an accurate calendar, official board and administrative records, documents, and files, and participating in/coordinating special projects and events as assigned.

Requirements

Associate’s 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 Driver’s license.
Ability to be insurable under SCIHP’s automobile insurance and meet insurance requirements regarding driver record to utilize GSA vehicles.
Possess current CPR certification.
Ability to effectively present information and respond to questions from Board of Directors, managers, clients, customers, and the public.
Excellent verbal and written communication skills.
Strong working knowledge of Microsoft office suite.
Must maintain discretion, confidentiality, commitment to excellence, and high standards.
Strong organizational, problem-solving, 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.
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.

Nice To Haves

Collaborates with a consultant for website content updates.

Responsibilities

Screen telephone calls, correspondences, and appointment requests for the COO.
Greet visitors and serve as primary back up to the HR, Compliance, Quality Improvement, IT, HIM / PRC departments.
Coordinate and organize SCIHP calendar schedule, department meetings, and conferences, including venue bookings, catering, and room setup.
Take minutes for meetings, distribute agendas, and other meeting materials.
Organize and maintain COO and Administration department documents, records, and reports.
Provide administrative support by coordinating information, assisting with interdepartmental projects, and ensuring timely communication and document preparation across teams.
Coordinate and prepare travel arrangements, including hotel accommodation, land/air transportation, and completing travel order forms.
Maintain an accurate expense report and process invoices in a timely manner.
Perform general office duties such as ordering and maintaining supplies, filing, photocopying, scanning, and faxing.
Create and maintain a filing system, including electronic files.
Complete or assist in the planning, coordination of conferences, workshops, and other functions.
Format and compile proposals.
Coordinate meetings and collect input from stakeholders.
Track deadlines, timelines, and deliverables.
Gather basic data or research.
Prepare draft documents using provided content.
Maintain files and reports.
Welcome on-site visitors, determine the nature of business, and announce visitors to appropriate personnel.
Monitor visitor access.
Go to the post office and pick up mail daily.
Receive, sort, and route mail, and maintain and route publications daily.
Create engaging flyers, newsletters, social media posts, and posters.
Coordinate headshot photos of new hires and write new provider biographies.
Create and update website content.
Collaborate between external vendors and internal departments for health fairs and community events.
Oversee the room reservation calendar, liaise with individuals seeking room reservations, and manage reservations.
Perform additional duties as assigned.
Schedule and arrange meeting space for Board meetings, committees, or special meetings.
Order and prepare refreshments and meals for Board meetings.
Prepare, publish, and post agendas, meeting notices, and other related materials for Board meetings.
Assemble Board packets.
Prepare and disseminate all documents for Board Meetings in a timely manner.
Post monthly board minutes.
Scan and maintain an accurate file of monthly board meeting minutes and attachments.
Maintain current and accurate board mailing/contact information, current delegates, and certifications.
Onboard new board members.
Coordinate and prepare travel arrangements for the Board of Directors.
Serve as contact and source of information for the Board of Directors.
Update Board of Directors binders.
Maintain adequate office supplies in the boardroom.
Order plates and cutlery for board refreshments.