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Administrative Assistant to the Chief Administration Officer

3 months ago

Hilo, United States Hawai'i Island Community Health Center Full time
Job DescriptionJob Description

Hawaii Island Community Health Center

Job Title: Administrative Assistant to the Chief Administration Officer

Supervised By: Chief Administrative Officer


POSITION FUNCTION SUMMARY

Under the direction and supervision of the Chief Administrative Officer (CAO), the Administrative

Assistant to the CAO provides high-level administrative support primarily to the Chief Administrative

Officer (CAO) as well as the Chief Executive Officer (CEO), Chief Operating Officer (COO) and Manager of Marketing and Development at Hawaiʻi Island Community Health Center (HICHC), as needed.

The Administrative Assistant to the CAO will independently administer several assigned responsibilities, ensuring excellent customer service at all times. Responsibilities include, handling information requests, and performing administrative functions such as project coordination and preparation of correspondence as needed. Additionally, he/she will oversee and supervise the Administrative Assistant assigned to the East Administration office (Front Desk) and any active or incoming office volunteer support. Assists in receiving visitors, arranging/scheduling conference/meeting calls (in-person/Teams/Zoom) for Board of Directors and others as assigned. Management of time to support aforementioned team is imperative.

II. ESSENTIAL DUTIES AND RESPONSIBILITIES

This position may have various work assignments within HICHC. This description is intended to be generic in nature, and as such it does not detail all duties and responsibilities of the job assignment. Various duties, responsibilities and accountabilities may be assigned to an incumbent in this position depending on program needs, and may include but not be limited to the following:

Provides a full range of administrative, clerical and office support including, but not limited to: office support including, but not limited to:

  • Provides high-level administrative support and assistance to the CAO and/or other assigned executive/leadership staff.
    • Provides support with HICHC operation needs (quarterly meetings; etc.) in tandem with COO.
    • Assists in managing Board of Director meetings etc. for East and West locations as needed.
  • Supports any additional administrative needs of the East Administration office including but not limited to the following departments: Human Resources, IT, Marketing and Development and Finance.
  • Assists in greeting visitors to the East Administration office and determines whether they should be given access to specific individuals.

Provides clerical/administrative support, including the composition and preparation of:

  • Reviews and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Drafts and prepares invoices, reports, memos, letters, financial statements (if needed) and other documents, using word processing, spreadsheet, database, or presentation software for executive office. o Grammar, spelling on documents created shall be ready to reveiw with limited edits.

Project Support
  • Supports projects/tasks for CAO; career pathways; space management; etc.,
  • Includes the preparation of documents, and necessary follow-up on timelines and deliverables. o Serves as the primary point of contact and liaison between internal and external stakeholders.
  • Assists with planning, organizing and implementation of employee or company functions including communications, meetings, fundraising and community events.
  • Schedules and takes notes at designated meetings; disseminates pertinent information to respective groups; files accordingly.
Supervisory Authority and Accountability
  • Reports to work as scheduled and keeps supervisor informed of any changes in schedule.
  • Communicates effectively with all in a timely and professional manner.
  • Supervises and manages the Administrative Assistant and office volunteers (i.e., Alu Like, RSVP, STEP) assigned or reporting to the East Administration location.
    • In conjunction with the CAO, monitors the activities of mentioned staff and volunteers.
    • Includes recruiting, hiring, onboarding and off boarding, training, coaching, scheduling, team building and performance management and evaluation.
  • Will assist in backfill as needed by providing help or coverage to the Administrative Assistant.

*Performs other duties as assigned.

III. POSITION SPECIFICATION Requirements of Position

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience
  • High School Diploma or GED required. Associate degree in business administration or related field preferred.
  • 2+ years of executive administrative experience (planning, scheduling for directors/executives) required; OR any equivalent combination of experience, training and/or education.
  • Experience working in a customer-focused and fast-paced professional environment preferred.

Competencies

Proven success in the following job competencies:

  • Communication and Presentation.
    • A large component of the position requires written and verbal correspondence.
  • Strong Organizational Habits and Time Management Skills.
  • Software Proficiency.
    • Strong background in Microsoft Office environment required.
  • Customer Focus and Relationship Building.
  • Champion for Change.
  • Influencing.
  • Information and Technology Proficiency.
  • Leadership.
  • Problem Solving and Decision Making.
    • Requires the trait of being dependable and trustworthy.
  • Technical Industry and/or Profession Expertise.

Language Skills
  • Ability to read and interpret documents such as medical records, safety rules, operating and maintenance instructions, procedure manuals, accreditation standards and guidelines, etc.
  • Ability to write at a moderate level of competence, including internal reports and memoranda.
  • Ability to communicate with diverse groups of people to include staff and providers and patients.
  • Ability to communicate effectively with patients and their families to make their visit a pleasant experience.
  • Sensitivity to the multicultural nature of the service area population. If unable to communicate effectively with a patient, employee is required to secure the assistance of a co-worker or other translation services.
  • Must understand the importance of confidentiality as position supports high-level leadership teams.

Working Conditions
  • Able to sit and work at a computer keyboard for extended periods of time.
  • Able to stoop, kneel, bend at the waist and reach on a daily basis.
  • Able to perform general office administrative activities and do repetitive tasks with few breaks.
  • Able to lift up to 25 pounds occasionally.
  • Regular and on-time attendance.
  • Hours occasionally exceed 40 hours per week.
  • Works with others.
  • Verbal contact with others.

Personal Characteristics

Performs the essential functions and elements of this position following a training and orientation period not to exceed six (6) months. Must be able to maintain complete confidentiality of medical records, patient interviews, and office memoranda. Personal characteristics to include: a team player, high integrity, communication and customer relations skills, regular work attendance, courteous and friendly, able to work well with diverse groups of people, and gain and maintain respect of others, both inside and outside HICHC.