Administrative Assistant

Harmonium Inc. • San Diego, CA

19h • $26 - $34 • Hybrid

About The Position

The Administrative Assistant is responsible for performing a wide range of administrative and office support activities for the Program Director. This position requires proficiency in multiple areas that include management of projects, managing information flow in a timely and accurate manner, excellent customer service and general administrative tasks. The Administrative Assistant handles highly confidential information and must strictly adhere to HIPAA and other confidential guidelines.

Requirements

• A Bachelor’s degree is preferred. A combination of education and experience that demonstrates the ability to perform the duties of the position will be considered.
• Maintains confidentiality and the highest level of professionalism (internal and external)
• Strong organizational skills with the ability to manage details and a high volume of tasks
• Excellent working knowledge of Word, Excel, PowerPoint and Google Apps for Business
• Highly organized
• Proficient in Google Workspace, including Gmail & Drive
• Strong problem-solving skills
• Experience with data collection
• Ability to use office equipment including computers, fax machines, copiers, printers, voice mail/telephones
• Ability to prioritize assignments
• Excellent written skills
• Commitment to Harmonium mission, principals and goals
• Valid TB results required
• Must receive Fingerprint Clearance upon hire (paid by Harmonium)
• Valid CA driver’s license and access to a reliable vehicle with active insurance
• Ability to perform data entry and ten key functions
• Work is normally performed in a typical interior/office work environment
• High energy needed with the ability to balance multiple high-stress tasks
• No or very limited exposure to physical risk
• Ability to travel throughout the county with the flexibility required to meet job duties
• Frequent repetitive hand use and simple grasping, i.e., desk and computer functions
• Ability to sit for prolonged period
• Ability to lift and carry up to twenty pounds
• Ability to operate a computer
• Occasional standing, walking, kneeling, bending, twisting, pushing, pulling, reaching above and below the shoulder
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

Nice To Haves

• Non-profit experience is preferred

Responsibilities

• Manage and maintain supervisor’s schedule, paying close attention to detail and exercising excellent customer service
• Maintain electronic and hard copy filing system
• Coordinates and assists with special projects and various administrative tasks
• Assists with developing and managing data systems including coordinating the collection of data and outcomes and analysis of data
• Researches, interprets, analyzes and writes reports and summaries
• Prepares PowerPoint presentations, reports and visual presentations
• Participates as a member of the RFP grant writing team which includes logistical support, ranking, coordination of monitoring, scheduling, finalizing and tracking for the Grant Writing Team
• Record and distribute meeting minutes and correspondence including action items and timelines
• Provides operational support (supply orders, credit card receipt management, etc.)
• Work effectively across all programs and agency-wide service areas for Agency wide effective communication and operations
• Assist and collaborate with Program Managers as directed by Director of Programs and as requested
• Other duties as assigned
• Maintains the highest level of confidentiality
• Provides responsive, high-quality service to staff, clients, board and members of the community by providing accurate, complete and up to date information, in a courteous, efficient and timely manner
• Coordinates activities with teams throughout the agency as directed by supervisor
• Exemplify and promote agency mission, vision and core values
• Represents Harmonium in a positive, professional manner and sets an example for staff
• Judgment and decisions are guided by professional standards and Harmonium and program policies, contracts and guidelines

Benefits

• We provide our part-time staff with voluntary benefits, and a 403b Retirement Plan with a matching contribution of up to 2%, depending on years of service.
• Time off accrual for this position includes 1 hour of California Paid Sick Leave for every 30 hours worked, with a maximum accrual of 80 hours per calendar year.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees