Sr Staff Assistant - Child Health Advocacy Institute
Report to the Medical Director of Advocacy Education in the Child Health Advocacy Institute (CHAI).
Perform administrative and secretarial responsibilities to support the Director in a fast-paced work environment within advocacy education initiatives in the CHAI and in the LAUnCH Track of the Pediatric Residency Program.
Collaborate across several departments to ensure high quality community health training of trainees, faculty, and staff.
Work under general guidance and some limited supervision.
Responsibilities may include coordination with all levels of internal and external stakeholders; receiving and screening correspondence and/or visitors; making travel and meeting arrangements; and preparing correspondence/reports.
Qualifications:
Minimum EducationHigh School Diploma or GED (Required)Associate's Degree (Preferred) Bachelor's Degree (Preferred)Minimum Work Experience5 years' related administrative/clerical experience, preferably in a challenging and fast-paced environment.
(Required)Required Skills/KnowledgeFamiliarity with organizational and departmental structures, policies and practicesStrong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of peopleAbility to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environmentProficiency with MS Office and other computer applications as requiredAbility to consider multiple variables to determine proper course of actionExercise good judgment in handling sensitive and confidential information and situations.
Functional AccountabilitiesAdministrative and Secretarial Primary administrative support for the Advocacy Education department of the Child Health Advocacy Institute and the LAUnCH (advocacy-focused) Track of the Pediatric Residency Program.
Responsible for arranging logistics for meetings, educational sessions for trainees and faculty, and travel.
Ensures the Director's knowledge of schedule 24 hours in advance.
May assist in creating meeting agenda and taking minutes.
Organizes and maintains files of the executive's correspondence and records, following up on pending matters with some limited direction and providing feedback in a timely manner.
May assist in coordinating the workflow within the executive's scope of oversight.
Initiates follow-up action as needed.
Researches information requests under some general guidance and supervision.
Under the instruction of the executive, may compile data elements into reports as needed.
May perform some Office Managers duties.
Communications Serves as a liaison to other executives, assistants, internal and external customers.
Communicates and/or coordinates the executive's instructions and desires with various individuals and/or departments/divisions.
Furnishes and obtains information from others as needed.
Receives and screens calls, correspondence, and/or visitors for the executive.
Answers routine inquiries, and furnishes information, when possible, to save the executive's time.
Office Technology Prepares routine documents (e.
g.
letters and memos) using MS Word, Excel or PowerPoint.
Utilizes various software and/or learns new computer applications to meet unique work needs and improve productivity.
May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.
Project Coordination May Prioritize and coordinate project(s), and follows through on issues in a timely manner.
Safety Speak up when team members appear to exhibit unsafe behavior or performance Continuously validate and verify information needed for decision making or documentation Stop in the face of uncertainty and takes time to resolve the situation Demonstrate accurate, clear and timely verbal and written communication Actively promote safety for patients, families, visitors and co-workers Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance Organizational AccountabilitiesBudgeting and Planning May assist in the formulation of budget, business planning, and related planning functions.
May assist in tracking the overall budget for the executive by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.
May process invoices, reimbursements and other payments.
Organizational Commitment/Identification Partner in the mission and upholds the core principles of the organization Committed to diversity and recognizes value of cultural ethnic differences Demonstrate personal and professional integrity Maintain confidentiality at all times Customer Service Anticipate and responds to customer needs; follows up until needs are met Teamwork/Communication Demonstrate collaborative and respectful behavior Partner with all team members to achieve goals Receptive to others' ideas and opinions Performance Improvement/Problem-solving Contribute to a positive work environment Demonstrate flexibility and willingness to change Identify opportunities to improve clinical and administrative processes Make appropriate decisions, using sound judgment Cost Management/Financial Responsibility Use resources efficiently Search for less costly ways of doing things Recommended Skills Administration Audio Equipments Business Planning Communication Confidentiality Customer Demand Planning Estimated Salary: $20 to $28 per hour based on qualifications.
Perform administrative and secretarial responsibilities to support the Director in a fast-paced work environment within advocacy education initiatives in the CHAI and in the LAUnCH Track of the Pediatric Residency Program.
Collaborate across several departments to ensure high quality community health training of trainees, faculty, and staff.
Work under general guidance and some limited supervision.
Responsibilities may include coordination with all levels of internal and external stakeholders; receiving and screening correspondence and/or visitors; making travel and meeting arrangements; and preparing correspondence/reports.
Qualifications:
Minimum EducationHigh School Diploma or GED (Required)Associate's Degree (Preferred) Bachelor's Degree (Preferred)Minimum Work Experience5 years' related administrative/clerical experience, preferably in a challenging and fast-paced environment.
(Required)Required Skills/KnowledgeFamiliarity with organizational and departmental structures, policies and practicesStrong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups of peopleAbility to interact with all levels of internal and external customers with highest level of professionalism in a fast paced and confidential environmentProficiency with MS Office and other computer applications as requiredAbility to consider multiple variables to determine proper course of actionExercise good judgment in handling sensitive and confidential information and situations.
Functional AccountabilitiesAdministrative and Secretarial Primary administrative support for the Advocacy Education department of the Child Health Advocacy Institute and the LAUnCH (advocacy-focused) Track of the Pediatric Residency Program.
Responsible for arranging logistics for meetings, educational sessions for trainees and faculty, and travel.
Ensures the Director's knowledge of schedule 24 hours in advance.
May assist in creating meeting agenda and taking minutes.
Organizes and maintains files of the executive's correspondence and records, following up on pending matters with some limited direction and providing feedback in a timely manner.
May assist in coordinating the workflow within the executive's scope of oversight.
Initiates follow-up action as needed.
Researches information requests under some general guidance and supervision.
Under the instruction of the executive, may compile data elements into reports as needed.
May perform some Office Managers duties.
Communications Serves as a liaison to other executives, assistants, internal and external customers.
Communicates and/or coordinates the executive's instructions and desires with various individuals and/or departments/divisions.
Furnishes and obtains information from others as needed.
Receives and screens calls, correspondence, and/or visitors for the executive.
Answers routine inquiries, and furnishes information, when possible, to save the executive's time.
Office Technology Prepares routine documents (e.
g.
letters and memos) using MS Word, Excel or PowerPoint.
Utilizes various software and/or learns new computer applications to meet unique work needs and improve productivity.
May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.
Project Coordination May Prioritize and coordinate project(s), and follows through on issues in a timely manner.
Safety Speak up when team members appear to exhibit unsafe behavior or performance Continuously validate and verify information needed for decision making or documentation Stop in the face of uncertainty and takes time to resolve the situation Demonstrate accurate, clear and timely verbal and written communication Actively promote safety for patients, families, visitors and co-workers Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance Organizational AccountabilitiesBudgeting and Planning May assist in the formulation of budget, business planning, and related planning functions.
May assist in tracking the overall budget for the executive by monitoring budget reports and reporting expenditures and allocation of funds and resources on a regular and timely basis.
May process invoices, reimbursements and other payments.
Organizational Commitment/Identification Partner in the mission and upholds the core principles of the organization Committed to diversity and recognizes value of cultural ethnic differences Demonstrate personal and professional integrity Maintain confidentiality at all times Customer Service Anticipate and responds to customer needs; follows up until needs are met Teamwork/Communication Demonstrate collaborative and respectful behavior Partner with all team members to achieve goals Receptive to others' ideas and opinions Performance Improvement/Problem-solving Contribute to a positive work environment Demonstrate flexibility and willingness to change Identify opportunities to improve clinical and administrative processes Make appropriate decisions, using sound judgment Cost Management/Financial Responsibility Use resources efficiently Search for less costly ways of doing things Recommended Skills Administration Audio Equipments Business Planning Communication Confidentiality Customer Demand Planning Estimated Salary: $20 to $28 per hour based on qualifications.
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