Community Health Administrative Assistant

Position Purpose
Working under the direction of the Director of Community Health Programs, the Community Health Administrative Assistant oversees the department’s administrative tasks and coordination of tasks related to the daily functioning of the department and successful execution of Community Health events.

Job Type: Full time or Part time
FLSA Status: Hourly, Non-exempt
Reports to: Director of Community Health Programs
Essential Functions

• Supports the Director of Community Health Programs with department operations duties.
• Supports Community Health Events and Partnerships Manager with event logistics, preparation, and other assigned tasks.
• Leads new hire department staff in Orientation training.
• Responsible for drafting departmental Procedures and Protocols, to include reviewing and editing departmental manuals.
• Schedules and arranges department and interdepartmental meetings.
• Schedules staff one on one meetings with department leaders.
• Prepares Meeting Agenda and records, prepares, and distributes to department staff meeting minutes and other event related planning meetings.
• Enters event logistics information into department project management and contact database.
• Serves as the administrative contact and liaison to DAP constituents and external contacts.
• Coordinates all ordering, tracking, and documentation in compliance with grants.
• Coordinates catering for meetings and manages the set-up and breakdown of meeting rooms.
• Administrative tasks including but not limited to; filing, PowerPoint presentations, and drafting/editing of various documents.
• Creates, prints, and manages documents utilizing Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Pro software.
• Assist with collecting, consolidating, and coordinating website changes and requests to Brand Marketing.
• Responsible for editing content and managing department newsletter.
• Reconciles Director and department staff credit card expenses.
• Prepares and submits staff mileage reports and travel expense using DocuSign.
• Registers staff for trainings and conferences and arranges hotel stays.
• Prepares Vendor Disbursement Requests with correct account coding and Project/Grant ID’s using Excel and DocuSign.
• Sets master schedules for Department and for Director.
• Coordinates presentations from outside vendors.
• Submits requests for IT (Information Technology) equipment.
• Submits requests for office supplies.
• Ensures that incoming requests are handled quickly and efficiently.
• Collaborates effectively and in a mutually cooperative way with DAP Health staff, departmental Educators, volunteers, and clients.
• Perform other job-related duties as assigned.

Required Education and Experience

• Graduate from a high school, or possession of a certificate of proficiency issued by the California State Board of Education, or possession of a G.E.D. certificate.
• Experience with business communications (written communications and copy editing).
• Demonstrated competence in working with a diverse team that includes persons of color and/or gay/lesbian/bisexual/transgender community.
• Experience in working in an office environment and clerical responsibilities.
• Proficient in working with Microsoft Outlook Suite; as well as data entry.

Preferred Education and Experience

• Knowledge of HIV/AIDS disease, Sexually Transmitted Infections (Gonorrhea, Chlamydia, Syphilis) and HCV, to include diagnosis, prevention, risk-reduction strategies.
• Social Media, marketing, promotion, and video projection coordination experience.

License(s) and Certification(s)

• Valid CA Driver’s License with a clean driving record and, access to a reliable vehicle and up-to-date auto insurance.