Administrative Support Specialist for Interim Housing Outreach Program
7 days ago
This role will provide administrative support to the Interim Housing Outreach Program (IHOP) team at Heluna Health. The Staff Assistant, IHOP will assist and support all IHOP operations, including data entry and tracking, client follow-up, and operations within the Comprehensive Health and Accompaniment Management Platform (CHAMP) and Homeless Management Information System (HMIS).
Responsibilities- Assist the clinical director, clinical management team, and program manager with IHOP operations.
- Provide resources and support to IHOP staff during onboarding and day-to-day operations.
- Support field-based scheduling of clinical teams and manage clinical management systems.
- Work with HFH management staff to fulfill administrative tasks, including data entry, client follow-up, and operations within CHAMP and HMIS.
- Process, edit, and create various documents, including Word and Excel documents.
- Utilize Microsoft Office Suite software programs, including Word, Excel, PowerPoint, Access, Adobe Reader, OneNote, Outlook, and Publisher.
- Screen in-person inquiries and telephone calls, and provide requested information or refer inquiries to others.
- Make appointments and arrange conferences, trainings, and meetings for HFH personnel.
- Coordinate and schedule internal and external personnel for trainings, meetings, and events.
- Prepare and photocopy meeting materials, agendas, handouts, training materials, and presentations.
- Develop and maintain office files, including supply requests, time off requests, personnel files, and trainings.
- Attend meetings, take notes, and prepare meeting minutes and action items.
- Prepare and/or assist in the preparation of reports, spreadsheets, documents, literature, material, forms, and other materials.
- Search records and files for data and information.
- Perform other clerical, general administrative, and technical assistance duties as needed.
- Two years of experience in a staff capacity analyzing and making recommendations for problem-solving, or in a highly responsible secretarial capacity, assistant, or coordinator role.
- Excellent written and verbal communication skills, including the ability to express technical concepts clearly to technical and non-technical audiences.
- Organized, diligent, and strong MS Excel and data processing skills.
- Ability to make thoughtful decisions and exercise sound judgment, be self-directed, resourceful, and creative in problem-solving.
- Existing relationships and trust within communities of focus.
- Ability to work as part of a team in a constantly changing environment.
- Comfort working with data systems and learning new data systems.
- Strong listening, negotiation, and conflict resolution skills.
- Knowledge of LA County programs designed to serve the underserved.
- Provide empathetic care with a harm reduction, 'whatever it takes' philosophy.
This role will be based in a general office setting, with occasional travel to HFH Headquarters and shelters. The ideal candidate will be available to work up to 40 hours per week, with a proposed schedule of 8am-5pm, Monday through Friday, with some flexibility for variation based on field-based teams' hours.
Equal Employment OpportunityHeluna Health is an equal employment opportunity employer and welcomes applications from diverse candidates. We are committed to creating an inclusive and respectful work environment that values diversity and promotes equal opportunities for all employees and job applicants.
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Los Angeles, California, United States Heluna Health Full timeAdministrative Support Specialist, Interim Housing Outreach ProgramHeluna Health is a dedicated program office within the Health Services Administration, operating under the Los Angeles County Department of Health Services. Our mission is to address homelessness in the county, aligning with the recommendations of the Los Angeles County Homeless Initiative....
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Los Angeles, California, United States Heluna Health Full timeAdministrative Support Specialist, Interim Housing Outreach ProgramHeluna Health is a pivotal organization within the Health Services Administration, dedicated to addressing homelessness through innovative initiatives. Our structure supports a flexible work environment, allowing team members to engage both remotely and in-office as necessary.Key...
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