Administrative Assistant Iii - G5

The purpose of this position is to provide perform a variety of confidential, responsible, and complex administrative duties in support of the Culinary Health Centers. Provides administrative support to the VP of Operations and Culinary Health center operations.

ESSENTIAL JOB FUNCTIONS AND DUTIES

• Provide administrative support to ensure daily operations run efficiently, schedules are coordinated, and meetings are fully executed.
• Coordinates communications with health center leadership, including mass communications (emails and mailings) as well as one on one communications and follow up
• Effectively manages leadership schedule, arranging appointments, travel, meetings and/or conference calls.
• Prepares meeting agendas, meeting minutes, PowerPoint presentations and follow up with assigned action items
• Organize and maintain both physical and digital records on all matters, as appropriate
• Designs and completes professional and aesthetically pleasing documents from PowerPoint, Word, and Excel
• Prepare and compose letters, reports, and correspondence
• Prepare reports, summaries or replies to inquiries by selecting relevant information from a variety of sources
• Ensure that requests for action or information are relayed to appropriate team members; that information is furnished timely and decide if the request or situation requires immediate attention
• Perform responsibilities in a manner that clearly demonstrate effective communication and cooperation that promotes open exchange of information, respect, high ethical standards, and professionalism
• Maintain work areas in a clean and orderly manner
• Establish and maintain effective relationship with Fund customers in person and over the telephone
• Analyze and resolve problems in a logical and effective manner
• Sets goals and achieve measurable results
• Contributes ideas to plans and achieving department goals
• Diversity, Equity, and Inclusion leads, supports, and partners with the Health Center Team on creating a resilient, high-performing, inclusive culture of diversity and equitable opportunity for employee success and career growth
• Exemplifies the Fund’s BETTER Values in leading and fostering a respectful, trusting, and engaged culture of diversity and inclusion
• Performs other duties as assigned within the scope of responsibilities and requirements of the job
• Performs Essential Job Functions and Duties with or without reasonable accommodation

ESSENTIAL QUALIFICATIONS

Years of Experience and Knowledge

• 4 ~ 6 years of direct experience minimum as an Administrative Assistant preferably with a health care background
• Working knowledge in principles of business letter writing and report preparation experience

Education, Licenses, and Certifications

• Associate's degree in Business or related field or equivalent work experience required
• Preferred: Certification in Office Administration, General Office Technologies, or similar

Skills and Abilities

• Intermediate level Microsoft Office skills (PowerPoint, Word, Excel, Outlook, Access, Project, and Visio)
• Advanced level typing, spelling, proofreading, grammar, oral and written communication.
• Effectively use communication tools like Teams, Zoom, Skype.
• Excellent customer service, interpersonal, discretion and judgement, organizational or management ability.
• Ability to do research using internet search tools (i.e., Google)
• Ability to work independently with limited direction
• Communicate clearly and concisely, both orally and in writing
• Ability to maintain a high level of confidentiality, discretion, and professionalism
• Ability to manage competing deadlines and multiple projects in a fast-paced environment
• Professional telephone and email etiquette
• 10% ~ 15% travel locally