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Administrative Department Support Assistant

4 months ago

Palm Springs, United States DAP Health Full time

**Job Summary**:
Under the direction of the Chief Administrative Officer, the Administrative Department Support Assistant provides daily administrative and clerical support to the Finance, Information Technology, Revivals, Contracts and Legal Departments for DAP as well as Administrative support to the Chief Administrative Officer, CIO, Chief of Legal and Chief of Retail. The Administrative Department Support Assistant works independently, performing a wide range of complex and confidential administrative and clerical support duties; requires excellent communication and interpersonal skills, and the ability to provide information and service to a wide range of internal and external contacts; requires familiarity with DAP finance and contract policies and procedures.

**Job Status**: Full-time, Hourly Non-exempt

**Duties/Responsibilities**:

- Completes administrative tasks, including but not limited to: filing, PowerPoint presentations, and drafting/editing of various documents for Chief Administration Officer.
- Schedules/confirms appointments and meetings; prepares meeting materials for Chief Administration Officer.
- Updates/edits Outlook contacts for Chief Administration Officer.
- Serves as administrative contact and liaison to DAP constituents and external contacts for Chief Administration Officer.
- Utilizes departmental office systems and procedures.
- Reviews, assesses, routes, answers, and monitors follow-up action steps on correspondence.
- Gathers and analyzes information required for administrative reporting.
- Provides a wide range of support including keyboarding, composing and editing letters, memoranda, reports and presentations.
- Coordinates catering for meetings, and manages the set-up and breakdown of meeting rooms.
- Coordinates conference and travel arrangements as requested.
- Works with AP for use of company card for conference and travel arrangements.
- Assists with the reconciliation of company credit cards as requested.
- Sorts and distributes incoming and outgoing mail to all departments and courier daily.
- Manages postage machine and postage tracking log for DAP campus
- Orders supplies for the department through DAP Ordering Portal.
- Manages all DocuSign for the departments for check requests, invoice approvals, contracts, etc. as requested.
- Supports Revivals with AP, Return to Vendors, and supply ordering.
- Performs other duties as assigned.

**Required Skills/Abilities**:

- Proficient in working with Microsoft Outlook, Word, Excel, and DocuSign,
- Ability to:

- Function in a high-volume environment and manage multiple projects in an organized and detailed manner.
- Operate office equipment such as fax, copier, scanner and computer equipment.
- Read and write in the English language.
- Effective communication with all levels of staff while cultivating working relationships.
- Demonstrate expertise in providing professional and courteous customer service both internally and externally, over the phone and in person.
- Bilingual/bicultural, preferred.

**Education and Experience**:

- Two years of experience in an administrative support role.
- Demonstrate expertise in providing professional and courteous telephone services.
- Finance or Administrative office experience, preferred.