Administrative Assistant (Street Medicine)

Administrative Assistant (Street Medicine)

Job Description

Department(s): CalAIM

Reports to: Director, CalAIM Community Outreach

FLSA status: Non-Exempt

Salary Grade: D - $44,000 - $67,628

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Wednesday, February 14, 2024 at 11:59 PM. Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.

About CalOptima Health

Are you looking for a career that changes lives? As the single largest health plan in Orange County, CalOptima Health serves one in three residents with health insurance programs for low-income children, adults, seniors and people with disabilities. Our 1,500 employees are valued for their individual perspectives and contributions and benefit from flexible work schedules, recognition and opportunities to grow. If you're looking for a rewarding career supporting a meaningful mission, along with generous benefits and recognition, consider joining us at CalOptima Health!

About the Position

The Administrative Assistant (Street Medicine) will play a crucial role in supporting the effective operation of CalOptima Health's Street Medicine Program by providing administrative and logistical assistance. The incumbent requires a combination of organizational skills, compassion, and the ability to work in a dynamic and often changing environment. The incumbent will work closely with the Director of Street Medicine as well as contracted providers to ensure the smooth functioning of street medicine initiatives. The incumbent will provide key clerical and/or administrative responsibilities with the ability to exercise discretion, use good judgment and maintain confidentiality. Additionally, the incumbent will primarily work in an office setting but may also need to accompany Outreach teams to various locations.

Duties & Responsibilities:

Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.

Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.

Coordinates calendars and schedules of the department as assigned, including but not limited to scheduling appointments, coordinating travel, meetings and events, evaluating needs and scheduling meeting arrangements.

Prepares meeting materials, meeting set-up, minute taking, photocopying, etc.

Provides support and assistance for presentations on Street Medicine.

Assists in the planning and execution of any media events or general awareness events related to Street Medicine.

Collaborates with CalOptima Health Facilities and Information Technology Services department for any Street Medicine program needs.

Coordinates and schedules Street Medicine shadowing requests.

Actively supports the achievement of CalOptima Health's vision and goals for its Street Medicine Program as defined in the Street Medicine Operations Manual.

Provides administrative support for specific and/or ongoing projects, such as generating reports, collecting data, maintaining project tracking logs and updating calendars.

Applies general business practices, as well as CalOptima Health policies and procedures to the completion of daily tasks.

Prepares memos, documents, reports and forms as needed.

Handles incoming and outgoing correspondence per administrative policy.

Assists with project tracking, reporting, budgeting and communications with external project stakeholders.

Maintains an inventory of supplies, including monitoring needs and ordering.

May determine priority of matters of attention for the Director, redirects matters to other staff members or handles matters personally, as appropriate.

Coordinates all incoming invoices and expense reports for the department.

Maintains confidential and sensitive information and files regarding management projects, policies and personnel while ensuring appropriate follow-up.

Answers the Street Medicine referral phone and directs calls to the appropriate Street Medicine provider.

Answers telephone calls, meets visitors and answers a variety of questions with tact and diplomacy.

Triages calls to appropriate staff for resolution.

Coordinates travel arrangements and completes registration for conferences and seminars as needed.

Completes other projects and duties as assigned.

Experience & Education

High School diploma or equivalent required.

2 years of administrative support experience required.

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying.

Have access to means of transportation for work away from the primary office approximately 20% of the time.

Preferred Qualifications:

Bachelor's degree in Business Administration or related field.

2 years of experience working with community-based organizations.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing duties of job, employee may be required to move about the organization. Employee must be able to sit for extended periods of time, as well as work at the computer for long periods. Employee is required to use hands and fingers, especially for typing on the computer and using the mouse. Must also be able to reach with hands and arms and must occasionally lift heavy office supply boxes. Employee must be able to talk communicate, particularly for regular phone use. Must be able to tolerate high level of stress and be able to operate under pressure. Occasional travel to off-site locations is required.

Work Environment: Must be able to work in cubicle structured area. Must be able to focus and concentrate during times of moderate noise level, due to other employees and departments near area. Office environment with controlled temperatures.

About our Benefits & Wellness options:

At CalOptima Health, we know that a healthy and happy workforce is a thriving workforce, which is why we offer a comprehensive benefits package, including participation in the California Public Employees Retirement System (CalPERS), low-cost medical/vision/dental insurance options, and paid time off. To support quality work-life balance, we allow flexible scheduling during core business hours, telework options for some positions, work schedules that allow every other Monday or Friday off (9/80 schedule), and a wellness program featuring diverse activities. Additionally, CalOptima Health contributes 4% of pensionable earnings to a 401(a) retirement program with no required employee contribution. Employees also have access to 457(b) retirement plans with pre/post-tax contribution options.

CalOptima Health is committed to attracting, hiring, and retaining a diverse staff, where we will honor your unique experiences, identity, and perspectives. Our organization strives to create and maintain a workplace environment that is inclusive, equitable and welcoming so we can truly be Better Together.

CalOptima Health is an equal employment opportunity employer and makes all employment decisions on the basis of merit. CalOptima Health wants to have qualified employees in every job position. CalOptima Health prohibits unlawful discrimination against any employee, or applicant for employment, based on race, religion/religious creed, color, national origin, ancestry, mental or physical disability, medical condition, genetic information, marital status, sex, sex stereotype, gender, gender identity, gender expression, transitioning status, age, sexual orientation, immigration status, military status as a disabled veteran, or veteran of the Vietnam era, or any other consideration made unlawful by federal, state, or local laws. CalOptima Health also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has, or is perceived as having, any of those characteristics.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability.

Job Location: Orange, California

Position Type:

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