Administrative Assistant

Hours Per Week: 40

Job Type: Full-time, Non-Exempt

Summary/Objectives of Position

The Administrative Assistant provides essential support by managing daily office and department tasks, which include answering phones, managing schedules, scheduling meetings, and organizing and filing documents. This position is also responsible for handling BAIHP communications, drafting reports, maintaining office supplies, and assisting with various administrative duties to ensure smooth operations.  The Administrative Assistants also serve to support various departments and projects when assigned. The position also provides an array of support services for programs and special projects. Under the direction of the Chief Executive Officer (CEO), this position serves as a liaison to the board of directors and leadership team. The administrative Assistant serves as a corporate liaison with the members of the Board of Directors, individually as well as collectively. The position ensures that the Board members keep their commitments within the Board’s established committees. 

Essential Duties, Functions & Responsibilities

• Responsible for scheduling and managing calendars, scheduling meetings, coordinating travel arrangements, and ensuring all events are well-prepared and organized.
• Responsible for administrative support for managed care plans and department(s).
• Support BAIHP communication by answering phones, handling emails, drafting memos and reports, and ensuring accurate and timely communication.
• Produce monthly department reports and ad-hoc reports when requested. 
• Responsible for recordkeeping and filing by maintaining organized files, both physical and digital, ensuring data accuracy and accessibility.
• Responsible for managing office supplies, ordering equipment, working to address issues with office equipment, and coordinating deliveries.
• Ensure information is clear and accurate when completing data entry and reporting through entering data, compiling reports, and assisting with data analysis.
• Assist in maintaining and updating department policy and procedures in accordance with all federal, state, local, licensing, certification, and accreditation standards.
• Responsible for recording meeting minutes assigned by the department head and capturing agreements from meeting participants.
• Serve the department(s) by preparing meeting agendas.
• Work closely with department heads in preparing presentations for the department.
• Ensure that the department has the materials needed by preparing purchase orders and follows the BAIHP finance process for recordkeeping and invoicing.
• Support the department and organization by retrieving information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
• Responsible for resolving administrative inquiries and questions from staff, visitors, or the community.
• Adhere to agency policies and procedures and advance the goals of BAIHP in a manner that embodies the agency’s philosophy.
• Support the department with special projects and related functions to ensure that timelines and deliverables are met.
• Develop and maintain Board binders, administrative files, and policy manuals.
• Plan and oversee Board Recruitment, Board Orientations, and Board training with CEO input and direction.
• Support the Board of Directors by preparing draft minutes to record meetings. Act as liaison between Board and management ensuring Board calendar is followed and holding department heads accountable for timely reports and materials.
• Ensure the Board calendar and matrix are followed. Plan and anticipate timeframe requirements and communicate expectations to appropriate personnel. Responsible for the tracking of appropriate follow ups from all meetings and tracking the timely completion of tasks as necessary. 

Minimum Mandatory Qualifications:

Education:

• Associate's degree required. Bachelor's degree in related field is preferred. 

Experience:

• Minimum five (5) years prior experience in an administrative role.

License/Certification:

• Valid CA driver's license.
• Certified Administrative Professional (CAP) certification preferred. 

Skills: 

• General clerical support for handling mail and assisting with other administrative tasks as needed. 
• Managing office supplies, ordering equipment, and coordinating deliveries for the area or department.
• Flexibility to adapt to different situations and tasks as needed.

Communication Skills:

• Demonstrates proficiency in communication and writing skills.
• Language skills: Ability to read, analyze, and interpret general and professional documents. 
• Ability to write routine reports and correspondence.

Interpersonal Skills:

• Ability to foster teamwork; train and direct the work of team members and colleagues
• Excellent organizational skills, including the ability to work productively and make independent decisions.

Technology:

• Familiar with electronic healthcare records systems.
• Proficiency with using computer-based applications (e.g. Microsoft Office) and clinical information management systems.

Benefits Offered at BAIHP:

At BAIHP, we value our employees and strive to provide comprehensive benefits to support their well-being, financial security, and work-life balance. Here's what we offer:

• 401(k) matching
• Dental, Health, & Vision insurance
• Health savings account
• Life insurance
• Paid time off (Vacation, Sick, Vacation Reward)
• Employee Assistance Program (EAP)

Indian Preference

Bakersfield American Indian Health Project (BAIHP) complies with the Indian Preference Act. Preference in hiring is given to qualified Native Americans under the Indian Preference Act (Title 25, US Code, Sections 472 and 473).  Subject to, but not in derivation of the Act, we are an equal opportunity employer.