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Southern Indian Health Council · 1 week ago

Administrative Assistant / Travel Coordinator - Temp

Alpine, CA

Full-time

Onsite

Entry Level

$21/hr - $28.74/hr

2+ years exp

Southern Indian Health Council is seeking an Administrative Assistant / Travel Coordinator to support their administration department. The role involves operating the telephone system, managing travel arrangements, assisting with office projects, and ensuring effective communication within the organization.

CharityCommunitiesHealth CareHome Health CareOutpatient Care

Responsibilities

Operates main telephone system for incoming calls. Transfers calls and/or takes messages for SIHC employees

Responsible for checking in and out all visitors including deliveries, while following COVID-19 procedures for screening

Assists Executive Secretary and SIHC Departments as requested with office projects including: typing, scanning, copying, development of reports, flyers, preparation of envelopes and packages for sending via mail and courier service, presentation-binder assembly, and various other assignments

Responsible for organizing Administration areas and ordering the supplies for the Administration department, copy room and board room as needed

Responsible for Administration carpool vehicle and conference room reservations

Corresponds meeting planning and set up including but not limited to preparing documents and coordinating food and drink orders

Maintains Chief Executive Officer and Chief Operating Officer Calendar and event planning as requested

Provides assistance to take meeting minutes and notes for Board of Director and Staff Meetings as necessary

Operates postage meter and applies postage as required. Mails correspondence and schedules mail picks ups. Opens and distributes all incoming mail. Maintains an incoming mail log of checks and corresponds with the fiscal department

Operates and performs routine business machines including fax, copier, printer, postage meter, etc

Makes appropriate travel arrangements for the Board of Directors and all employees. Prepares all travel vouchers so per diem can be disbursed

Gathers all receipts and information to compute disbursement of money enter travel in cash disbursement ledger, and files all invoices

Makes airline reservations, lodging, reserves rental cars and may calculate per diems. Ensure that registration for conferences is completed and acknowledged. Reconciles reimbursable expenses with employees upon completion of travel for monies due back or owed to employees. Closes out any open travel after completion

Provides assistance, directions, and company information to callers or visitors in the Administrative Offices

Responsible for ensuring that SIHC employee needs are meet and provide informational updates of the travel

Monitors air travel cost and itineraries. Ensures that all airlines tickets and documents are prepared in time to meet the schedule

Request hotel information, ground transportation and other travel services

Ability to work a flexible schedule may be required based on need

Other duties as assigned

Qualification

Microsoft WordMicrosoft ExcelTravel coordinationComputerized accounting systemsTyping (30 wpm)Communication skillsOrganizational skillsInterpersonal skillsAttention to detail

Required

A High School diploma or GED certificate is required

Must type at least 30 words per minute

Must have technology skills

Must be able to proof read own work and other correspondence

Must be able to deliver clear and concise verbal communication

Must be able to interact graciously and professionally with the public

Must be able to maintain absolute confidentiality

Must be able to take accurate telephone messages

Must be on time for work promptly at 8:00am when incoming calls begin

Must be 18 years of age or older with an understanding of nonprofit organization

A valid driver's license is required at the time of appointment and must be maintained throughout employment

Applicant must be insurable under SIHC vehicle insurance policy at the time of hire and throughout employment

Certifications and/or licenses appropriate to the positions required education and profession must also be valid and maintained

Applicants must have a reputation for honesty and trustworthiness

Must be responsible and able to exercise good judgment, accept administrative supervision, follow instructions, and exercise a high level of attention to detail

Strong team building, interpersonal, and organizational skills

Ability to establish and maintain effective peer relationships with coworkers within the Admin Department, clinic-wide, and the public

Must be able to express ideas clearly, concisely, address audiences effectively, and exercise balanced judgment in evaluating situations and making decisions

Willing to be part of a team and cooperate in accomplishing department goals and objectives

Ability to prioritize, meet deadlines, take initiative, be proactive, and function in a rapidly changing environment

Ability to work with people of all social and ethnic backgrounds and to resolve conflicts, negotiates situations, and facilitate consensus

Normal clinic/office environment

Sit or stand for long periods of time

Reach, bend, climb, stoop, lift up to 25 lbs

Repetitive hand movement; use and view PC

Reliable transportation and car insurance as required by the state

Travel as needed

Each employee plays a key role in creating a compliance culture at SIHC

Employees are expected to learn and comply with all SIHC policies and procedures

One must have the ability to understand the implications and complexities of all compliance policies

Participation in all compliance training is mandatory

All SIHC employees are expected to report violations or suspected violations of compliance policies or regulations

Applicants must successfully pass a pre-screening, including a tuberculin skin test or x-ray and a blood/urine drug screening test

Health must be adequate to perform all duties of the position

Applicant must complete SIHC Application and Authorization Form, both must be submitted to Human Resources prior to the close date indicated

Preferred

Two year degree in travel industry or equivalent education/experience

Minimum two years previous Administration assistant/receptionist, customer service, tracking records

Experience with Microsoft Word, Microsoft Excel (or similar spreadsheet application) and with a computerized accounting system such as MIP and Accufund

Experience with organizing electronic meetings and electronic filing