What are the responsibilities and job description for the Program Administrative Assistant position at Supporting Healthy Initiatives Tulsa (SHIFT)?
We are seeking a dedicated and compassionate Program/Admin Assistant to join our team!
About Us: Tulsa Healthy Start is designed to meet the needs of mothers, infants, and families living in Tulsa County, focusing on social detriments of health to reduce infant mortality.
As the Program/Administrative Assistant you play a crucial role in supporting the day-to-day operations of our organization. You will be a client advocate seeking solutions for clients in crisis, as well as providing administrative support to our Chief Executive Officer (CEO) and other Program Coordinators as needed. This role is responsible for managing calendars, coordinating events, maintaining organized files, tracking tasks/projects, working on special projects, as well as establishing/managing relationships with partners and clients.
What You Will Do
Program Assistant
- Assists in the planning and implementation of outreach activities and programs, including logistics and material development
- Helps to coordinate program schedules and activities
- Assists with health fairs, material preparation and exhibitor assistance
- Maintains and updates program records and documentation
- Works with team members to evaluate program effectiveness and suggest improvements
- Helps to organize and facilitate meetings and special events
- Ensures compliance with program policies and regulations
Administrative Assistant
- Provides comprehensive administrative support, including managing calendars, scheduling meetings, supply ordering, travel arrangements, and handling correspondence
- Takes accurate and comprehensive minutes during meetings
- Coordinates and prepare materials for meetings, distribute meeting minutes/materials to relevant stakeholders in a timely manner, and follow up on action items to ensure timely completion.
- Answers all incoming phone calls; refer to appropriate person.
- Handles executives’ requests and queries promptly and appropriately
- Handles sensitive information with discretion and confidentiality, maintaining trust and professionalism at all times.
What You Will Bring
- A minimum of 3 years of proven experience as a Program Assistant or similar role
- Excellent organizational and multitasking abilities
- Strong communication and interpersonal skills
- Proficiency in MS Office
- Excellent interpersonal and customer-focused skills
- Ability to work independently and without supervision, as well as collaboratively and cooperatively with others
- Ability to communicate effectively - both orally and in writing
Job Type: Full-time
Pay: $16.82 - $19.23 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- Monday to Friday
Education:
- High school or equivalent (Preferred)
Experience:
- Administrative: 3 years (Preferred)
- program: 1 year (Preferred)
- Microsoft Office: 1 year (Preferred)
- Office management: 1 year (Preferred)
Work Location: Hybrid remote in Tulsa, OK 74119
Salary : $17 - $19