Administrative Assistant

The Administrative Assistant is responsible for supporting the members of the executive and leadership teams by performing assigned administrative, clerical, marketing and public relations duties.

Administrative Assistant: $21.19 p/h -$25.43 p/h DOE with ability to go higher for highly experienced candidates.

1. Responsible for providing administrative and clerical support to the executive and leadership teams.
   • Answers and screens incoming calls.
   • Reviews and routes incoming mail, donation requests and faxes.
   • Schedules appointments for administrative staff.
   • Anticipates upcoming administrative commitments to assure necessary preparations/materials are complete.
   • Schedules site visits and conferences for all CBHA staff.
   • Coordinates meeting agendas, meals, minutes, etc.
   • Assists with site visits, tours, etc.
   • Researches and compiles data as requested.
   • Composes correspondence, narrative and reports.
   • Maintains the file system, including files correspondence and other records.
   • Tracks department minutes by leader.
   • Maintain the CBHA store.
   • Ensures office and conference room supplies are adequately stocked.
2. Assists in community public relations and marketing
   • Coordinates and supports the Administrative Services department activities (at times including weekends).
   • Coordinates events, including meetings, speaking engagements, seminars, trade shows and exhibits..
   • Maintains a consistent corporate image throughout all product lines, promotional materials, and events.
   • Assists in the planning, implementation and administering of fund raising programs which generate revenue from individuals, corporations, foundations, organizations, special events and marketing partnerships.
3. Responsible for arranging training and travel accommodations.
   • Anticipates and coordinates hotel room block reservations in advance.
   • Ensures travel requests are processed in a timely manner.
4. Serves as liaison to the Board of Directors by sending reminders, assisting in the organization of meetings, taking minutes, etc.
5. Responsible for mail services.
   • Sorts & delivers mail including opening and stamping all incoming payments for Accounting, as well as, copying payments to be forwarded to Billing.
6. Promotes a positive work culture and upholds clinic policies and procedures, including the WE CARE standards of Behavior.
7. Must uphold confidentiality at all times in regards to CBHA activities, reports, financials, patient health information and other proprietary information specific to CBHA.

Professional and Technical Knowledge:

1. Possesses general work-related skills at a higher level than completion of high school, including written and verbal communications skills, computational and computer skills, and mathematical knowledge frequently acquired through completion of a “business school (non BA/BS)” or “associates degree” type program.
2. Possesses familiarity with the processes and operations performed by the office/department, sufficient to understand the importance of various forms, schedules, documents and administrative processes.

Technical Skills:

1. Ability to create complex documents in Microsoft Word, including linking multiple files and embedding objects linked to other documents.
2. Ability to use Microsoft Excel to analyze data, including the use of formulas, functions, lookup tables and other standard spreadsheet elements.
3. Ability to use clerical and numerical skills in preparing finals drafts and documents from raw data.
4. Ability to develop sophisticated presentations in Microsoft PowerPoint, including the use of embedded objects, transitions and other elements.

Communication Skills:

1. Ability to provide effective verbal communication with individuals and organizations.
2. Ability to provide effective communication of information in written (including electronic) correspondence.
3. Communicates complex concepts in a clear effective manner for a general audience.
4. Possesses the ability to successfully form, foster, and improve relationships with members of a culture different from one's own.

Benefits:

Please click here for an overview of our General Description of Benefits