Executive Assistant/office Manager

2 weeks ago

Richmond, United States Urban Baby Beginnings Full time

**Administrative (50%), Community Engagement (50%)**

Urban Baby Beginnings is seeking a Maternal Child Health Office Manager who will provide high-quality administrative support to the Executive Director. The Administrative/Personal Assistant will have the ability to think proactively and respond quickly and efficiently and must possess strong administrative, written and verbal communication, and organizational skills, with the ability to prioritize projects and the needs of the organization while handling multiple priorities and highly sensitive and confidential information with the utmost discretion and composure.

This is an in person office based position located in Richmond, VA and requires 2 years of public health experience preferably in Maternal Child Health and three years of office management experience.

**Specific Roles**:

- Clinical Office Manager Responsibilities for Richmond Operations_

**Clinical Operations Management**:

- Oversee the day-to-day operations of the clinical office in Richmond, ensuring smooth functioning and adherence to protocols.
- Coordinate with healthcare providers and staff to schedule appointments, manage client flow, and optimize hub efficiency.
- Manage the inventory and procurement of supplies, ensuring adequate stock levels for smooth operations.
- Ensure compliance with regulations and standards, including HIPAA and OSHA requirements.
- Assist in the development and implementation of policies and procedures to enhance hub operations and client care.

**Diaper Bank Operations**:

- Coordinate the operations of the diaper bank program, including inventory management, distribution logistics, and volunteer coordination.
- Collaborate with community partners and organizations to expand the reach and impact of the diaper bank program.
- Manage outreach efforts to raise awareness about the diaper bank program and solicit donations and support from individuals and businesses.

**Executive Support**:

- Provide administrative support to the Executive Director (ED), including managing leadership calendars, scheduling appointments, and coordinating travel arrangements.
- Handle confidential and sensitive information with discretion and professionalism.
- Serve as a liaison between the ED and internal departments and external partners
- Assist in drafting communications, presentations, and reports for the ED, as needed.
- Manage expense tracking, reimbursement, and reporting for the ED in coordination with the finance team.

**Communication and Outreach**:

- Coordinate outreach activities, including community events, health fairs, and educational workshops, to promote the clinic's services and programs.
- Cultivate and maintain relationships with stakeholders, including patients, community organizations, and healthcare providers.
- Support the ED in developing and implementing strategic partnerships to advance the clinic's mission and objectives.

**Professional Development**:

- Participate in staff meetings, training sessions, and professional development activities to enhance skills and knowledge relevant to clinic operations and management.
- Stay informed about best practices and trends in clinical administration, healthcare management, and community outreach.
- **Communications, Partnerships, and Outreach**_
- Event planning for all staff gatherings.
- Follows up on contacts made by the ED and supports the cultivation of ongoing relationships.
- Coordinates the ED’s outreach activities including conferences and events.
- Support Human Resources and Finance as needed.
- **Facilities Responsibilities**_
- Assist with management of vendor relationships.
- Maintain office equipment.
- Assist in the management of acquisition, inventory, and restocking of office supplies.
- Assist in managing office and building relations.
- Oversee and maintain professional office appearance.
- Interact with cleaning staff as needed.
- Assist with organization and maintenance of storage areas, supply room.
- Assist with renewals, terminations, and leases for vendor contracts, subcontracts, and/or service agreements for general office equipment.
- Performing other related tasks as needed or assigned.

**Qualifications**:

- Bachelor's degree, graduation from a 4 year college or university required; health or human services preferred.
- Ability to communicate fluently in English and Spanish and work with multicultural families is a plus.
- Three (3) years prior experience as an office manager
- Excellent interpersonal skills required and ability to interact professionally and gain trust with culturally diverse individuals.
- Familiarity with regional and local landscape.
- Prior experience working with community resources and social services in focus region.
- Ability to show empathy.
- Ability to handle confidential information with discretion and professionalism.
- Computer skills and proficiency in the use of handheld tablets and computers.
- Experience in developing trusting relation

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