National Association of Latino Healthcare Executives ยท 3 days ago
Administrative Specialist III
Los Angeles, CA
Full-time
Onsite
Mid LevelThe National Association of Latino Healthcare Executives is seeking an Administrative Specialist III to independently manage information maintenance and distribution. This role involves executing workflows, contributing to event coordination, and maintaining data integrity while providing support to department managers.
Health CareHospitalMedical
Responsibilities
Pursues effective relationships with others by proactively providing resources, information, advice, and expertise with coworkers and members
Listens to, seeks, and addresses performance feedback; provides mentoring to team members
Pursues self-development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples
Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes
Supports and responds to the needs of others to support a business outcome
Completes work assignments autonomously by applying up-to-date expertise in subject area to generate creative solutions; ensures all procedures and policies are followed; leverages an understanding of data and resources to support projects or initiatives
Collaborates cross-functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information
Supports, identifies, and monitors priorities, deadlines, and expectations
Identifies, speaks up, and implements ways to address improvement opportunities for team
Independently plans and executes information dissemination by: drafting standard and nonstandard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with regular review from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, with review from team or manager; labeling, sorting, and maintaining the integrity of department files, independently; and utilizing a variety of software and databases to retrieve required information to write detailed reports
Executes the work flow of the department independently by: assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis; independently anticipating and offering assistance for business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); beginning to maintain databases and websites, with review from senior colleagues/managers; maintaining inventory control, stocking, and providing solutions for department office inventory, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring nonstandard and standard incoming and outgoing emails, calls, and visits to the appropriate staff member; investigate time card issues and provide recommendations to management; learning about new staffing onboarding activities and assisting in execution, when necessary; and leveraging the HR information system to maintain knowledge of the contract language, standard/nonstandard pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals, consulting senior colleagues or managers as needed
Contributes to event coordination by: beginning to develop relationships with leaders assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings for directors and their direct teams with front line employees, independently; may be independently planning for meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate; finding and booking meeting standard and nonstandard rooms appropriate for the audience and meeting objectives, with general oversight
Contributes to event execution by: assisting senior colleagues to gather materials, plan, and arrange medium-scale events; organizing standard and nonstandard travel arrangements large, complex events for department head and/or multiple managers; assisting in execution of medium group meetings, conferences; providing on-site coordination for nonstandard and standard issues; independently plans coordination and execution of audio-visual equipment, conference rooms, and catering for events, with review by team or manager; and distributing the agenda, taking meeting minutes, summarizing and finalizing meeting summaries, and coordinating guest presentations in department meetings
Enacts human-resources data maintenance and management by: integrating department data and documentation retention policies into all products; inputting, compiling, organizing, validating, tracking, and maintaining data integrity for standard databases; and formatting straightforward graphs, spreadsheets, and reports
Qualification
Required
Independently plans and executes information maintenance and distribution by drafting standard and nonstandard presentations, detailed correspondence, and reports
Executes workflow independently by assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis
Contributes to event coordination by beginning to develop relationships with leaders assistants and an understanding of organizational hierarchy when coordinating and calendaring meetings for directors and their direct teams, independently
Contributes to event execution by assisting senior colleagues to gather materials, plan, and arrange medium-scale events
Enacts data maintenance and management by integrating department data and documentation retention policies into all products
Pursues effective relationships with others by proactively providing resources, information, advice, and expertise with coworkers and members
Listens to, seeks, and addresses performance feedback; provides mentoring to team members
Pursues self-development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples
Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes
Supports and responds to the needs of others to support a business outcome
Completes work assignments autonomously by applying up-to-date expertise in subject area to generate creative solutions; ensures all procedures and policies are followed
Collaborates cross-functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information
Supports, identifies, and monitors priorities, deadlines, and expectations
Identifies, speaks up, and implements ways to address improvement opportunities for team
Independently plans and executes information dissemination by drafting standard and nonstandard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with regular review from senior colleagues
Writes detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, with review from team or manager
Labels, sorts, and maintains the integrity of department files, independently
Utilizes a variety of software and databases to retrieve required information to write detailed reports
Executes the work flow of the department independently by assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis
Independently anticipates and offers assistance for business needs (e.g., manager email requests) that require support
Operates standard office equipment (e.g., email, fax, xerox)
Begins to maintain databases and websites, with review from senior colleagues/managers
Maintains inventory control, stocking, and providing solutions for department office inventory, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues
Receives, screens, and refers nonstandard and standard incoming and outgoing emails, calls, and visits to the appropriate staff member
Investigates time card issues and provides recommendations to management
Learns about new staffing onboarding activities and assists in execution, when necessary
Leverages the HR information system to maintain knowledge of the contract language, standard/nonstandard pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals, consulting senior colleagues or managers as needed
Contributes to event coordination by beginning to develop relationships with leaders assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings for directors and their direct teams with front line employees, independently
May be independently planning for meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate
Finds and books meeting standard and nonstandard rooms appropriate for the audience and meeting objectives, with general oversight
Contributes to event execution by assisting senior colleagues to gather materials, plan, and arrange medium-scale events
Organizes standard and nonstandard travel arrangements large, complex events for department head and/or multiple managers
Assists in execution of medium group meetings, conferences; providing on-site coordination for nonstandard and standard issues
Independently plans coordination and execution of audio-visual equipment, conference rooms, and catering for events, with review by team or manager
Distributes the agenda, takes meeting minutes, summarizes and finalizes meeting summaries, and coordinates guest presentations in department meetings
Enacts human-resources data maintenance and management by integrating department data and documentation retention policies into all products
Inputs, compiles, organizes, validating, tracking, and maintaining data integrity for standard databases
Formats straightforward graphs, spreadsheets, and reports
Company
National Association of Latino Healthcare Executives
The National Association of Latino Healthcare Executives is a hospital and healthcare organization.
Founded in 2005
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Jackie Sifuentes, MBA, LSSYB
Co-Founder La Mesa Emerging Leaders Mentorship Program for Early Careerists
Company data provided by crunchbase