Administrative Assistant (Bilingual/Spanish)

SUMMARY:

Under the direction of the Director of Administrative Operations, acts as confidential Administrative Assistant to the office of Administration exercising independent judgment as necessary. This position will support two senior level managers. The Administrative Assistant will perform duties requiring strong administrative, coordination, and organizational skill which include technical knowledge of compliance and regulatory processes, Microsoft Office Suites and practice management database systems applications. Additionally, effective communication skills will be required with ongoing interface with internal and external sources in meeting departmental goals and objectives.

ESSENTIAL FUNCTIONS:

• Acts as liaison between the Director of Administrative Operations and internal and external publics in the resolution of problems and/or coordination of programmatic activities.
• Collects, analyzes and interprets data relative to designated issues/projects of the department. Basic statistical knowledge and analysis required for designated project.
• Under general directions, writes and composes correspondence, resolutions/salutations and other designated reports, including the ability to create charts, graphs and other presentation enhancements.
• Coordinates logistics for external activities and events, including preparation of promotional materials for external agencies (i.e., audits, workshops, forums, receptions and site-visits). Responsible for preparing event materials and packages, including recording and maintaining written proceedings.
• Develops and maintain a centralized library of external resources and documents. For example, regulatory and compliance reports, grant funded progress reports, newsletter, directories, auditing tools, trade publications, public information notices, etc.
• Create and maintain master mailing lists of elected officials, public policy leaders, regulatory agencies/contacts, trade associations, and other designated local, state, federal and community-based network organizations.
• Responsible for maintaining and processing sensitive documents in a timely manner (i.e., monthly reports, consultant invoices/retainers, and etc.).
• Conducts various office functions- screens office and telephone callers; schedules appointments, arranges travel accommodation and tele-conference calls; maintains office files, records and indexes, including those of a confidential nature; and reviews and routes all incoming/ outgoing mail.
• Employee will occasionally be required to attend designated meetings on behalf of Director of Administrative Operations.
• May perform other duties as assigned.

REQUIREMENTS:

• Bachelor’s degree (BA) with emphasis in Public Administration, Public Health, Public Relations or a related field.
• Five years in an administrative capacity in health care or general and administrative management. Experience in preparing high level reports and presentations.
• Must understand regulatory processes as they relate to healthcare.
• Must be able to decipher technical and urgent executive-level information and distribute to appropriate internal source(s).
• Experience in one or more of the following is desirable: local/state/federal government (health office), public/elected office, health administration, legal office, or public relations.
• Basic statistical analysis is required.
• Some limited in-state travel required.
• Excellent computer skills- i.e., proficiency in Microsoft Word, Lotus/Excel/ PowerPoint.
• Excellent verbal and written communication skills.
• Must be fully fluent in English and Spanish.

COVID-19 CONSIDERATIONS:

All patients are subjected to COVID screening and are required to wear a mask when not receiving treatment. All staff members must be fully vaccinated.

Job Type: Full-time

Salary: $22.75 - $23.79 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Customer service: 1 year (Preferred)
• Administrative healthcare: 5 years (Required)

Work Location: In person