Description

Job Title: Office Administrator

Status: Non-Exempt, Hourly

Reports To: Administrative Manager

This job description is intended to be a general statement about this job and is not to be considered a detailed assignment. It may be modified to adjust for necessary changes. This position is not eligible for remote work. Pay range is $20.27 to $26.92 per hour.

Job Summary

Under the supervision of the Administrative Manager, the Office Administrator is responsible for:

Essential Job Functions

Serve as the first point of contact for the Coordinated Services Center
Act as liaison between team, vendors, and clients
Manage daily office operations, ensuring smooth workflows
Responsible for the completion of administrative duties, such as agency calendar coordination, agency newsletter, office/printer supply orders, upkeep and light maintenance of the Coordinated Services Center, and other tasks
Document and input data regarding hygiene items distributed to clients
Coordinate schedules, team meetings, and events
Assist with administrative and logistic tasks and schedule coordination for the Board of Directors and the Executive Director
Enhance professional growth and development through participation in educational programs, current literature review, in-service meetings, and workshops
Perform other duties as directed

Core Components of Trauma-Informed Service Provision (as applicable)

Encourage clients’ choice and voice in their care and treatment
Participate in and emphasize a team-based approach to client services
Include client feedback and participation in programmatic design and evaluation when appropriate
Participate in evidence-based counseling/education (motivational interviewing, coaching) regarding the impact of trauma, stigma, discrimination, and other various topics and their relation to disease management
Empower and encourage clients and families in self-management, self-efficacy and behavior change
Be mindful of environment and aware of the potential impact of trauma when meeting with community members
Communicate across the continuum of care – from internal staff, to third parties such as health plans, specialists, hospitals, and other health and support facilities

Minimum Qualifications

HS diploma or GED and minimum of two years’ experience working in customer service or related field
Successful experience and demonstrated ability in general office skills and proficiency in Microsoft Office programs required.
Bilingual English/Spanish
Valid California driver’s license, current auto insurance, and reliable transportation
Availability and willingness to work evening and weekend hours, as required

Preferred Qualifications

Familiarity with local HIV/AIDS and non-HIV specific resources
Familiarity with health and social service needs of target populations served

Required Skills/Knowledge/Abilities

Proven experience in office administration, executive assistance, or related roles
Exceptional organizational skills and the ability to manage multiple priorities effectively
Proficiency in office tools and software, including Microsoft Office 365, and project management platforms
Excellent written/verbal communication skills
Ability to work independently and with a team
Effective problem solving and organizational skills
Ability to respond appropriately in crisis situations
Ability to complete documentation as required
Ability to adapt to changing priorities while maintaining attention to detail
A proactive mindset with a strong focus on inclusivity and creating a positive team culture
Knowledge of HIV/AIDS related social and emotional issues, demonstrated competency in working with culturally diverse, low or no income clients, and LGBTQ communities
Ability to appropriately interact and collaborate with clients and health professionals in a variety of settings

Physical Requirements

Ability to sit or stand for long periods of time
Ability to reach, bend and stoop
Physical ability to lift and carry up to 25 lbs. of reports, supplies or other materials for routine performance of essential job functions
Manual dexterity and strength sufficient to enter information via computer keyboard for long periods of time, to write notes and information as needed, and to pick up and hold paperwork, supplies and other items
Speaking and hearing ability sufficient to handle phone and in-person conversations with clients, providers and other staff
Visual acuity and reading ability sufficient to effectively read records and documents, and to accurately view information on a computer monitor
Eye/hand coordination, hearing and visual acuity necessary for driving safely

Working Conditions

Normal, climate-controlled office environment
The work area is adequately lighted, heated and ventilated
The work environment involves everyday risks or discomforts which require normal safety precautions typical of an office setting, e g , practice use of work safety in using equipment, avoidance of trips and falls, observance of fire regulations, use of universal infection control precautions, etc.
May be exposed to clients with infectious diseases when in the community environment
Christie’s Place is a Drug Free and Smoke Free work environment

Safety

Maintain current knowledge of policies and procedures as they relate to safe work practices, including emergency and evacuation plans and other pertinent safety regulations
Follow all safety procedures and report unsafe conditions
Ensure staff participates in appropriate training programs related to safety and risk management issues. Keep records of these trainings
Use appropriate body mechanics to ensure an injury free environment
Be familiar with location of safety information, nearest fire extinguisher and emergency exits
Properly use ergonomic material and equipment provided for a safe working environment
Utilize adequate safeguards, safes, locking arrangements, etc. for the protection of Christie’s Place property, including inventory items

HIPAA/Compliance

Maintain privacy of all client, employee and volunteer information and access such information only on a need to know basis for business purposes.
Comply with all regulations regarding corporate integrity and security obligations. Report unethical, fraudulent or unlawful behavior or activity.

Requirements

Required Skills/Knowledge/Abilities

Proven experience in office administration, executive assistance, or related roles
Exceptional organizational skills and the ability to manage multiple priorities effectively
Proficiency in office tools and software, including Microsoft Office 365, and project management platforms
Excellent written/verbal communication skills
Ability to work independently and with a team
Effective problem solving and organizational skills
Ability to respond appropriately in crisis situations
Ability to complete documentation as required
Ability to adapt to changing priorities while maintaining attention to detail
A proactive mindset with a strong focus on inclusivity and creating a positive team culture
Knowledge of HIV/AIDS related social and emotional issues, demonstrated competency in working with culturally diverse, low or no income clients, and LGBTQ communities
Ability to appropriately interact and collaborate with clients and health professionals in a variety of settings

Physical Requirements

Ability to sit or stand for long periods of time
Ability to reach, bend and stoop
Physical ability to lift and carry up to 25 lbs. of reports, supplies or other materials for routine performance of essential job functions
Manual dexterity and strength sufficient to enter information via computer keyboard for long periods of time, to write notes and information as needed, and to pick up and hold paperwork, supplies and other items
Speaking and hearing ability sufficient to handle phone and in-person conversations with clients, providers and other staff
Visual acuity and reading ability sufficient to effectively read records and documents, and to accurately view information on a computer monitor
Eye/hand coordination, hearing and visual acuity necessary for driving safely

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