Provide administrative support to the Project Manager and project team daily. Create high-level communication assets intended for a variety of stakeholders. Act as a liaison between executives, staff members, clients, and external stakeholders, ensuring clear and effective communication channels are maintained. Open, sort, and distribute incoming correspondence, including faxes and email. File, Scan, and retrieve corporate documents, records, and reports. Be responsible for heavy calendar manage... more details
Heluna Health invites applications for an Administrative Assistant II position to support the California Department of Health Care Services’ Children and Youth Behavioral Health Initiative (CYBHI). CYBHI is a two-year, multi-department package of investments that reimagines the systems that support behavioral health (BH) and wellness for all California’s children, youth, and their families.
Under the direction of the CYBHI Project Manager, this position will provide administrative support by handling a wide range of administrative and executive support-related tasks. Additional Administrative functions include but not limited to assist in drafting, editing, and formatting various documents, such as reports, presentations, and correspondence. Maintain organized electronic and physical filing systems to ensure easy access to important information. Provide administrative support for ongoing projects, including tracking project milestones, updating project documentation, and assisting with coordination between team members. As a higher-level administrative assistant, the role encompasses a broader range of responsibilities and requires a heightened level of proficiency and expertise. The ability to interact with staff (at all levels) in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient and be able to provide excellent internal and external customer service.
This is a temporary, grant-funded, full-time, benefited position.
SUPERVISION
Direct supervision is provided by the Project Manager or designee. The Project Manager will provide guidance, direction, and feedback to the Administrative Assistant on project assignments.
ESSENTIAL FUNCTIONS
- Provide administrative support to the Project Manager and project team daily.
- Create high-level communication assets intended for a variety of stakeholders.
- Act as a liaison between executives, staff members, clients, and external stakeholders, ensuring clear and effective communication channels are maintained.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- File, Scan, and retrieve corporate documents, records, and reports.
- Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, to coordinate a variety of complex meetings.
- Oversee administrative processes and procedures within the department or organization, identifying areas for improvement and implementing best practices to enhance efficiency.
- Perform general office duties such as ordering supplies, maintaining records management systems, and ensuring all office supplies are replenished and maintained.
- Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
- Prepares reports by collecting and analyzing information.
- Drafts letters and documents, routes correspondence, develops and utilizes filing and retrieval systems.
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Act as a resource for resolving complex administrative issues and challenges, employing critical thinking and problem-solving skills to address problems as they arise.
- Assist with other projects when needed.
JOB QUALIFICATIONS
- Accuracy - Ability to perform work accurately and thoroughly.
- Responsible - Ability to be held accountable or answerable for one’s conduct.
- Organized - Possessing the trait of being organized or following a systematic method of performing a task.
- Detail Oriented - Ability to pay attention to the minute details of a project or task.
- Accountability - Ability to accept responsibility and account for his/her actions.
- Communication, Oral - Ability to communicate effectively with others using the spoken word.
- Communication, Written - Ability to communicate in writing clearly and concisely.
- Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
- Working Under Pressure - Ability to complete assigned tasks under stressful situations.
- Competent understanding of shared work platforms such as G-Suite, SharePoint and Monday
Education/Experience
- High School Graduate or General Education Degree (GED): Required
- Associate degree (two-year college or technical school): Preferred
- Two plus years of experience in General Office duties
PHYSICAL DEMANDS
- Stand Frequently
- Walk Frequently
- Sit Frequently
- Handling/Fingering Frequently
- Reach Outward Occasionally
- Reach Above Shoulder Occasionally
- Climb, Crawl, Kneel, Bend Occasionally
- Lift / Carry Occasionally - Up to 50 lbs
- Push/Pull Occasionally - Up to 50 lbs
- See Constantly
- Taste/ Smell Not Applicable
KEY
Not Applicable: Not required for essential functions
Occasionally: (0 - 2 hrs/day)
Frequently: (2 - 5 hrs/day)
Constantly: (5+ hrs/day)
WORK ENVIRONMENT
Hybrid/Virtual home-based remote setting, General Office Setting
EEOC STATEMENT
It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.
Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.
