Administrative Assistant, Administration Department

MISSION

Kheir’s mission is to increase and provide access to culturally and linguistically-sensitive quality primary healthcare and human services support to the underserved and uninsured residents of Southern California.

ADMINISTRATIVE ASSISTANT ASSIGNMENT SUMMARY

The Administrative Assistant plays a vital role in supporting the Administration Department, encompassing a wide range of responsibilities. Key duties include managing the administrative calendar and correspondence, facilitating effective communication among clinic staff, providers, and managers, and fostering strong relationships with the administrative office, board members, and other key stakeholders. In addition, the Administrative Assistant will create reports and presentations to support the clinic office and staff team, prepare for staff and board meetings, and assist in organizing large-scale events for personnel. This role also involves managing both paper and electronic records, as well as completing various projects as assigned. The Administrative Assistant will proactively address and resolve any day-to-day issues that may arise, ensuring the smooth operation of the department.

ADMINISTRATIVE ASSISTANT MINIMUM QUALIFICATIONS

• Bachelor’s Degree required
• At least 2 years’ experience as Administrative Assistant, preferably in a professional healthcare environment.
• Maturity and ability to work with difficult people & situations.
• Ability to follow and provide detailed instructions.
• Excellent written and verbal communication skills.
• Project management experiences a plus.
• Strong sense of judgment, discretion, and confidentiality.
• Ability to quickly learn new healthcare programs as needed.
• Strong knowledge of MS Office software (Word, Excel, PowerPoint & Outlook).
• Exceptional attention to detail & accuracy, including proofreading skills.
• Ability to prioritize duties, multi-task in a fast-paced environment, and apply common sense when carrying out duties.
• Subject to a background check and sign confidentiality disclosure.

ADMINISTRATIVE ASSISTANT ESSENTIAL JOB FUNCTIONS

Administrative

• Provide comprehensive reception, telephone, and administrative support to the Administration Department and overall office operations on a daily basis.
• Assist in the planning and execution of program events and meetings.
• Oversee the Administration Department’s budget records and manage payment requests efficiently.
• Maintain confidential files with the utmost discretion.
• Draft professional correspondence for communication with staff and vendors.
• Create and design communication materials for both internal and external stakeholders.
• Manage vendor services effectively to ensure smooth operations.
• Act as a liaison between department heads to facilitate collaboration.
• Update, organize, and maintain both electronic and physical filing systems for client and administrative records.
• Perform general clerical duties, including photocopying, faxing, mailing, filing, office organization, and various errands as required.
• Execute hospitality duties, such as greeting guests, arranging site visits, and providing “gatekeeper” support for the clinic office.
• Other duties as assigned.

Development

• Contribute to the planning, organization, and implementation of special events, meetings, and fundraising campaigns.
• Assist in enhancing program capacity as directed by leadership.
• Conduct thorough internet research on diverse topics and processes to support development initiatives.

ADMINISTRATIVE ASSISTANT KEY RESULTS

• Optimize the time of Senior Leadership by effectively screening and prioritizing appointment requests.
• Take ownership of calendar management, demonstrating excellent communication skills while coordinating meetings for the Executive office, management, staff teams, and the board.
• Arrange necessary amenities for meetings to enhance the experience.
• Support the preparation and review of reports, presentation materials, and other documents, including agendas, minutes, and thank-you notes, while maintaining confidentiality where appropriate.
• Successfully prioritize and manage multiple projects simultaneously to ensure timely completion and high-quality outcomes.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a company provided computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper. The position requires occasional travel to attend on- and off-site meetings.

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Kheir Clinic provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Kheir Clinic complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Kheir Clinic will consider for employment all qualified Applicants, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Please note that this job description is subject to change to meet the needs of Kheir Clinic.