Summary

This position acts as the point of contact between management and internal/external customers, provides administrative support including scheduling, coordination, and communication on behalf of the department(s)This position acts as the point of contact between management and internal/external customers, provides administrative support including meeting minutes, scheduling, coordination, inventory tracking, purchasing and communication on behalf of the department.

Essential Functions

• Provides a high level of customer service to both external and internal customers.
• Schedule appointments and maintain VHC calendars.
• Schedule and coordinate meetings.

• Oversees the implementation and maintenance of a tracking systems for inventory of office supplies, akita box/ happy fox tickets, room reservations, catering requests, volunteer hours, copy machines, postage machine, laptops, etc. providing efficiency within the health center.
• Orders and tracks high dollar items such as: laptops, bus passes, gift cards, etc., to support the financial wellness of the health center.
• Coordinates with staff and external vendors to ensure the proper functioning of office equipment and the continuous availability of necessary supplies.
• Prepares and composes standard correspondence, such as transmittal letters, reports, and specialized documents with general instruction.
• Assists with taking meeting minutes for internal departmental meetings and external meetings when requested to assure accountability.
• Organizes and facilitates department events such as team-building activities, employee appreciation, birthdays, anniversaries and holidays to support employee morale and retention.
• Maintenance of clinic lobby loop assuring patients receive necessary information for quality care.
• Orders routine supplies for all health center departments and collaborates with external departments for shipping and receiving to assure accountability.
• Professional communication with internal and external entities to maintain good working relationships.
• Perform any other related duties or miscellaneous projects as required or assigned.
• Ability to effectively delegate tasks and responsibilities among members of multi-person teams
• Organize and lead tours of the FJV and clinic facilities to familiarize new hires with the environment and services
• On-time completion of assigned training and policies.
• Performs other duties as assigned.

Qualifications

• Associate's Degree or equivalent experience.

• At least 3 years of administrative assistant experience.
• At least 1 year of leadership experience.
• Strong proficiency with and in-depth knowledge of Adobe and MS Office, including Outlook, Excel, Word, and PowerPoint.
• Be at least 21 years of age with a minimum of 3 years of driving experience; possesses a valid California driver's license; and has no Class 1 or more than two Class 2 violations within the past 36 months.
• Experience with calendar management, project meeting and event planning and execution.
• Excellent time management skills and ability to multi-task.
• Excellent written and verbal communication skills.
• Strong organizational skills with a problem-solving attitude.
• Participate in an annual Tuberculosis screening and/or other screenings when necessary. Reasonable accommodations may be granted where appropriate.
• Knowledge of and compliance with HIPAA privacy laws.