Administrative Assistant - Suicide Prevention Center Training & Community Engagement

Didi Hirsch Mental Health Services•Los Angeles, CA

56d•$20 - $23•Hybrid

About The Position

The Administrative Assistant will provide essential administrative and logistical support to the Training & Community Engagement Dept, ensuring the smooth coordination of education, prevention, and engagement activities. This role supports daily program operations by managing training & outreach requests, maintaining accurate data entry in electronic health record systems, supporting reporting through online survey platforms, and overseeing logistical tasks related to outreach materials, including inventory tracking, stock replenishment, and preparation of materials for trainings and community events. Through strong organizational skills and attention to detail, this position will help ensure timely communication, accurate documentation, and effective delivery of training and outreach services.

Requirements

High School diploma required.
Minimum 3 years of administrative/clerical experience preferably in a social service/mental health or nonprofit environment.
Demonstrate a working knowledge of business English, spelling, punctuation, and general office practices and procedures.
Support the values and mission of Didi Hirsch as related to employment.
Know and comply with Didi Hirsch division and Agency policies and procedures, HIPAA, DMH policies and documentation guidelines, and other state, federal regulations relating to division or department activities.
Demonstrate current knowledge of all job specific skills to include strong working knowledge of computer systems and software as they apply to program or department activity.
Possess basic math skills sufficient to monitor program petty cash and related functions.
Present ideas, information, and viewpoints clearly, both verbally and in writing.
Efficiently use the personal computer for word processing, spreadsheets, database maintenance and other related software programs.
Utilize analysis, experience, and judgment to make decisions within policies and procedures.
Demonstrate commitment to team objectives and Didi Hirsch philosophies.
Adapt to changing needs by acquiring new skills and knowledge.

Responsibilities

Manages Training & Outreach tracking spreadsheets, agency data entry (i.e. Exym or other electronic health record), survey results inputting, and oversight of request form entries.
Prepares a wide variety of routine correspondence, forms, reports and similar items using word processing, spreadsheet, and data entry software.
Manages full-scale calendaring and communication for all training and outreach events, including end-to-end management of virtual platforms, creating and overseeing Zoom meetings, distributing electronic training materials, tracking registrations and attendance, issuing certificates when applicable, and providing post-event slides and surveys.
Coordinates with the agency Training Department on staff training needs, and provides back-end Relias access support.
Oversees outreach logistics by preparing and restocking resource carts with outreach materials and promotional items, coordinating pick-ups and drop-offs with staff and volunteers, and maintaining the inventory of 20–25 printed collateral items.
Manages material replenishment orders through approved vendors, tracking payments, coding, cost centers, and invoice processing with Accounts Payable.
Oversees the compiling, packaging and shipping of all T&O “Materials Only” requests, and related tracking, and supports the department with all training invoices, including creating new vendor accounts, issuing invoices and tracking payments, and processing event registrations and fees.
Provides dedicated administrative support for onsite safeTALK and ASIST workshops, coordinating LivingWorks materials, certificates, attendance tracking, invoicing, food orders, and parking logistics.
Support department managers with scheduling and task management.
Plans, organizes and coordinates meetings and training sessions; coordinates location; and refreshments; secures necessary media equipment; distributes meeting announcements; prepares and distributes meeting material; takes meeting minutes; ensures room is vacated and tidy after meeting or event.
Copies, sorts, faxes, collates and retrieves documents.
Responds to telephone calls and emails for the department in a timely, friendly manner and assists with the contactors’ needs when appropriate.
Attends routinely scheduled meetings as requested or required for the division, department or Agency.