Administrative Assistant

Job Details

Job Location
Santa Monica Region I - Santa Monica, CA

Position Type
Full-Time

Salary Range
$31.25 - $33.65 Hourly

Job Shift
Day

Job Category
Nonprofit - Social Services

Description

For more than 50 years, Wise & Healthy Aging has been serving older adults at all stages of their lives. Offering a wide range of services for older adults from pre-retirement through the elder years, we also provide support for caregivers and their families, and work closely with other senior services and community organizations that share our passion and commitment to making a difference in the lives of older adults. Wise & Healthy Aging has received numerous designations of excellence from GuideStar, GreatNonProfits, and is nationally certified as a Great Place to Work.

We offer competitive salaries and comprehensive benefits. For staff who regularly work 30 or more hours per week, benefits include employers pays up to 80% of health insurance, 100% company-paid dental, 401(k) plan with competitive employer match, Flexible Spending Account (FSA), optional life and vision insurance, 14 paid holidays plus paid time off (PTO).

I. POSITION SUMMARY:

The Administrative Assistant will perform a variety of administrative and clerical tasks to support the Vice President, Ombudsman Services. This position will also assist in the day-to-day operations of the Los Angeles County Long Term Care Ombudsman Program including but not limited to filing paperwork, answering phones, preparing documents, and greeting visitors.

II. PRIMARY RESPONSIBILITIES

• Scheduling appointments, meetings, and training for the Vice President, Ombudsman Services.
• Returning phone calls and general emails on behalf of the Vice President, Ombudsman Services, as assigned.
• Answer, Screen, and direct incoming calls to the appropriate team member.
• Prepare materials for presentations, training sessions, and team meetings.
• Develop and maintain filing systems, both electronic and physical.
• Collect and process monthly reports from regional supervisors.
• Assist with data management and running reports.
• Maintain up-to-date records for volunteers.
• Prepare volunteer hours for submission to the Finance Department.
• Follow consent and confidentiality procedures.
• Attend and record meeting minutes as assigned.
• Provide backup in checking messages and faxes for the Intake and regional offices as needed.
• Deliver materials to community partners in person as assigned.
• Run business-related errands outside the office as assigned.
• Assist the Vice President, Ombudsman Services, a minimum of one day a week in the Pasadena office.
• Assist as assigned in the regional field offices.

III. OTHER RESPONSIBILITIES

Due to changing program demands, funding source expectations, and/or changes in agency policy, as assigned, all staff may be expected to perform other duties.

IV. POSITION QUALIFICATIONS

• Educational Requirements
  • High school graduate or GED required; some college or degree preferred.
• Experience
  • Minimum of two years of related experience in a similar role.
  • Demonstrated proficiency in Microsoft Office software programs, including Word, Excel, and PowerPoint, is required.
• Bilingual Language
  • Ability to speak, read, and write in a second language (in addition to English) is preferred.
• Other Requirements
  • Ability to communicate effectively in writing and orally.
  • Excellent organizational, interpersonal, and telephone skills.
• Ability to interface and relate well with all levels of staff andthe public.
• A Clear Livescan background check is required throughout employment and as a condition for continued employment.
• Valid California driver's license (must show proof of valid car insurance throughout employment and as a condition for continued employment).
• Maintaining clearness of conflicts of interest throughout employment (e.g., not working or volunteering at a long-term care facility, hospice, etc.).

V. WORK ENVIRONMENT

• The position is based in the Santa Monica office of Wise & Healthy Aging, with one day a week spentin the Pasadena office. May require travel to regional offices throughout the County. The agency is headquartered in Santa Monica, California.
• The employee will be expected to ensure that field offices are secure when leaving thepremises.
• The employee may be expected to maintain office equipment.
• The employee must be able to lift 50 pounds.