Administrative Assistant II

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 including managing an active calendar of appointments, composing and preparing correspondence and taking minutes that may be confidential, arranging detailed travel plans, meetings, conference calls, compiling documents, itineraries and agendas. The AA II also provides administrative department, Board of Directors as needed.  The AA II is responsible for developing and maintaining an accurate calendar, official board and administrative records, documents and files; and participating/coordinating special projects and events, as assigned.

ESSENTIAL FUNCTIONS:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned.  Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

1. The AA II must have excellent communication, planning and problem solving (or critical thinking) skills; must be able to work independently or in cooperation with other groups as directed by COO; and must be able to manage their time effectively. 
2. The AAII screens telephone calls, correspondences, and appointment requests for the COO; greets visitors and serves as primary back up to the HR, Compliance, Quality Improvement, IT, HIM / PRC departments.
3. Responsible for coordinating and organizing SCIHP calendar schedule, department meetings and conferences including meeting venue bookings, catering requirements, coordinates room setup with maintenance and IT for audio-visual equipment/support.  Has available flip charts and tends to other requirements of meeting as needed.
4. Responsible for taking minutes for meetings, distributing agendas and other meeting materials as assigned.
5. Responsible for organizing and maintaining COO and Administration department documents, records and reports.
6. Responsible for coordinating and preparing travel arrangements, including making hotel accommodations, land/air transportation and completing a travel order form for the COO and others, as needed. 
7. Responsible for maintaining an accurate expense report, processing invoices in a timely manner, ensuring correct account codes are used and required signatures are obtained.
8. Performs general office duties, such as ordering of supplies, maintaining adequate supplies in copy room, ensures room is kept neat and orderly; maintains accurate records/files; composes, types, and distributes internal/external correspondence and memos, emails, filing, photocopying, scanning, and faxes as needed.
9. Creates and maintains a filing system(s), which includes electronic files.
10. Completes or assists in the planning, coordination and operation of special programs, conferences, workshops and other functions as assigned.
11. Welcome on-site visitors determine the nature of business and announce visitors to appropriate personnel. Monitors visitors access.
12. Goes to the post office and picks up mail daily. Receives, sorts and routes mail, and maintains and routes publications daily.
13. Creates engaging and visually appealing flyers, newsletters, social media posts, and posters to effectively communicate information and promote departmental events, ensuring consistency with the organization's brand guidelines and standards.
14. Coordinates headshot photos of new hires and writes new provider biographies, ensuring a polished and professional representation of new team members.
15. Creates and updates website content; collaborates with a consultant.
16. Collaborates between external vendors and internal departments to ensure the successful execution of health fairs and community events, meeting diverse needs and fostering a comprehensive and engaging event experience for the community.
17. Oversees the room reservation calendar, liaise with individuals seeking room reservations, ensure proper documentation and access arrangements are seamlessly coordinated, and manage reservations to prevent calendar conflicts.
18. Perform additional duties as assigned.

BOARD OF DIRECTOR DUTIES:

1. Responsible for scheduling and arranging meeting space; ordering and preparing refreshments and meals for all bi-monthly Board meetings, committees or special meetings.
2. Prepares, publishes and posts agendas (with approval from COO and or CEO), meeting notices and other related materials; assemble Board packets.  Prepare and disseminate all documents for Board Meetings in a timely manner; posts monthly board minutes; scans and maintains an accurate file of the monthly board meeting minutes and attachments.
3. Maintains a current and accurate board mailing / contact information, current delegates and certifications. Including onboarding of new board members.
4. Responsible for coordinating and preparing travel arrangements for the Board of Directors. 
5. Serves as contact and source of information for the Board of Directors.
6. Updates Board of Directors binders, as needed; maintains adequate office supplies in board room, orders plates and cutlery for board refreshments, etc.

EDUCATION AND EXPERIENCE: 

1. Associate's degree (A.A) or a Business School Secretarial Certificate, three to five years’ experience, or equivalent combination of education and experience.
2. Must maintain a valid, unrestricted California Driver’s license and ability to be insurable under SCIHP’s automobile insurance and be able to meet insurance requirements regarding driver record in order to utilize GSA vehicles.
3. Possess current CPR certification.

QUALIFICATIONS:

1. Ability to effectively present information and respond to questions from Board of Directors, managers, clients, customers, and the general public.
2. Must possess excellent verbal and written communication skills.
3. Must possess strong working knowledge of Microsoft office suite.
4. Must maintain discretion, confidentiality, commitment to excellence, and high standards.
5. Must possess strong organizational, problem-solving, and analytical skills.
6. Ability to manage and prioritize workflow.
7. Strong interpersonal skills.
8. Ability to understand and follow written and verbal instructions.
9. Ability to work independently and as a member of various teams and committees.
10. Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
11. Acute attention to detail
12. Demonstrated ability to plan and organize projects.
13. Ability to multitask and prioritize
14. Must pass a pre-employment drug screen, physical and background investigation.
15. Must have proof of completed COVID vaccination.