Administrative Assistant

Administrative Assistant

Health Projects Center (www.hpcn.org) is recruiting an Administrative Assistant to provide support to Health Projects Center’s Programs. Expect a dynamic and collaborative work environment where your organizational skills, technological proficiency, and interpersonal strengths will be valued. Supervision will involve working closely with team leads, particularly the Human Resources and Finance teams, providing you with guidance, support, and opportunities for professional growth.

About us

Health Projects Center is a 501(c)3 non-profit corporation established in 1980. We provide exceptional community-based programs that support elders to live and age with dignity at home. We deliver culturally appropriate programs in both English and Spanish for older adults, family caregivers and health workers.

Health Projects Center serves Monterey, San Benito, and Santa Cruz Counties. We run the Del Mar Caregiver Resource Center, Multipurpose Senior Services Program, and the Central Coast Area Health Education Center. Our programs support over 1,300 families annually to live and age at home at a fraction of the cost of an institution.

Why this role is important to us:

As an Administrative Assistant at Health Projects Center, you will contribute directly to the success of our programs, ensuring efficient operations, seamless communication, and effective collaboration. Your support will play a vital role in enhancing community engagement, program visibility, and positive donor relations. Your responsibilities, from maintaining accurate records and facilitating events to supporting outreach initiatives and collaborating with various teams, ensure the efficient operation of daily tasks and enhance program effectiveness. This role is essential to maintaining a positive organizational culture, fostering community engagement, and upholding the mission of Health Projects Center in supporting elders to live and age with dignity at home.

Duties

• Regularly update and maintain staff rosters, organizational charts, and phone lists to ensure accurate and accessible information for internal teams and stakeholders.
• Organize and manage physical and electronic files, ensuring that all documents are appropriately stored, labeled, and easily retrievable, contributing to streamlined workflow and effective collaboration.
• Provide crucial support in coordinating events, including logistics, scheduling, and communication, to enhance the success of our programs and community engagement.
• Maintain the Constant Contact database, managing contact lists and ensuring accurate and up-to-date information to facilitate effective communication with stakeholders, donors, and program participants.
• Take charge of ordering and managing office supplies to ensure a well-equipped and functional workspace, supporting the smooth daily operations of the organization.
• Efficiently manage incoming calls, providing initial information, and redirecting inquiries to the appropriate departments or individuals to maintain seamless communication.
• Collaborate with the marketing and development teams to contribute to organizational outreach efforts, including preparing materials, coordinating campaigns, and assisting with promotional activities.
• Provide valuable assistance in outreach efforts to promote program visibility and support program referrals, ensuring community engagement and participation.
• Assist the Human Resources and Finance teams with administrative tasks, contributing to the smooth operation of essential functions, including record-keeping, document preparation, and coordination.
• Support for Intake Coordinator and Program Associates:
• Collaborate with the Intake Coordinator and Program Associates, offering crucial administrative support to enhance program effectiveness and efficiency.
• Manage the process of sending out thank-you letters to donors, contributing to positive donor relations and organizational gratitude.

Qualifications

• 1 year experience in Administrative Assistant or relevant experience
• Bachelor’s degree Preferred.
• Strong organizational and multitasking skills.
• Proficiency in office software and communication tools.
• Excellent communication and interpersonal skills.
• Ability to work effectively in a collaborative and dynamic environment.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Enjoys working with people and technology and openness to learning new technological platforms.
• Prior marketing experience a plus.

Conditions of Employment

• Must pass a criminal background check.
• COVID-19 vaccination required.

Compensation and Benefits

• Starting salary is $22.00 - $25.00 per hour depending upon skills and experience.
• We pride ourselves in maintaining a flexible and friendly work environment. We provide comprehensive benefits including paid vacation (15 days); paid sick leave (80 hours); company paid medical, dental, vision, chiropractor/acupuncture, and life insurance; travel reimbursement; educational/fitness allowance; and pre-tax retirement plan with 6% of salary contributed by employer.

How to Apply

• To be considered for employment, please submit a resume and cover letter.
• Health Projects Center is an equal opportunity employer and encourages candidates of all backgrounds to apply.