Department: Administration
Reports To: Executive Director and Senior Program Director
Position Type: 1.0 FTE, 40 Hours/Week, Non-Exempt
Work Type: In Person, Not Hybrid/Remote Eligible
Salary Range: $22.00-23.32 per hour
Salary Note: Bilingual candidates are eligible for an additional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary range above.
Benefits Available: Read more at http://hivalliance.org/employment/benefits
Agency Overview: Read more at https://hivalliance.org/engage/careers-at-hivalliance/
External Applicants: Apply directly through our website, via the Agency Overview link. All applicants must submit a complete job application, supplemental questions, and resume via the job portal to be considered.
Internal Applicants: Apply via email, following the emailed application instructions
Position Summary: The Executive and Program Assistant position is pivotal, challenging and multi-focal. This position is jointly supervised by the Executive Director and Senior Program Director and assists with all aspects of their departments, including Human Resources, Board of Directors, admin support and special projects. The Assistant is the administrative support for the agencies 340B program and clinical programs.
Essential Functions and Responsibilities:
- Act as the executive assistant for the Executive Director (ED) and Senior Program Director (SPD) in all facets of agency administration, management, development and community relations
- Provide tools and organization to ensure effective communication with board of directors.
- Coordinate setup of board meetings and retreats
- Assist ED and SPD with coordination and development of critical agency plans
- Assist ED and SPD with reports, special projects and correspondence as necessary
- Assist ED and SPD with applicant recruiting, screening and onboarding
- Maintaining official files as designated by the Executive Director
- Coordinate execution of contracts and critical documents and ensure proper filing
- Coordinate special projects related to administration and management of agency
- Research, design and prepare formal and informal presentations
- Assist in development of agency policies and procedures
- Support SPD in healthcare administration tasks including filing credentialing & insurance applications
- Assist with preparations of Executive Summaries and other memoranda
- Represent the agency at various work-related and social functions at the direction of the ED
- Maintain sensitive and critical documentation
- Support ED and SPD led committees including the Employee Advisory Committee
Other tasks as assigned, including training/cross-training other staff as needed
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Required Qualifications:
- 2 years of related administrative experience
- Prefer experience showing several years of verifiable, progressive responsibility as executive/administrative assistant
- Prefer experience in a healthcare setting
- Strong organizational and problem-solving skills with ability to prioritize
- Capacity to think independently and use mature professional judgment
- Strong written and verbal communication skills
- Proficiency in Excel, Adobe Suite, Word and file management in Windows
- Ability to take initiative and balance multiple tasks simultaneously
- Able to work with distractions and busy surroundings
- Able to attend to detail, Record-keeping and file management skills
- Able to present professional and pleasant manner at all times with staff, Board and others
- Ability to work well with others and handle stress with grace/sense of humor
- Reliable and consistent attendance
- Ability to use personal cell phone to run agency phone system software, MFA, etc.
- Ability to learn quickly, willing to ask questions to clarify information and able to get up to speed in short period of time
- Flexible to respond to unanticipated needs of Executive Director or Senior Program Director and staff, and re-prioritize work tasks as necessary
- Capable of respecting and maintaining confidentiality in all appropriate agency business
- Impeccable integrity and sense of discretion and ability to maintain confidentiality
- TB test (provided at agency)
- Valid Oregon driver’s license, or valid out of state driver’s license with the ability to get an Oregon driver’s license within 30 days of establishing residency in Oregon, and a driving record sufficient to be covered by agency auto insurance policy.
Ability to pass agency criminal background check
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Professional Competencies:
- Interpersonal Communication & Conflict Management (proactively communicates effectively, listens carefully to others, exhibits acceptable standards of conduct, deals effectively with others in difficult situations, works to reduce tension & conflict)
- Organizational Awareness (takes time to learn about agency culture, policies, and procedures; recognizes and balances the interest and impact of one’s department with those of other departments, programs, and the agency as a whole)
- Embraces Change (actively identifies problems and opportunities for change, implements solutions where appropriate, maintains effectiveness & adjusts well when experiencing changes in work tasks, environment, processes, and requirements)
- Living the Agency Vision & Values (demonstrates an understanding of agency vision and values, keeping the vision and values at the forefront of decision making)
- Client & Customer Focused (keeps client and customer needs a primary focus; develops and sustains productive relationships with clients, customers, & partners)
Valuing Diversity (appreciates and leverages the capabilities, insights, & ideas of all individuals; works effectively with individuals of diverse style, ability, & motivation)
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Physical Demands:
While performing the duties of this job, the employee is required to
- Repetitively use hands, including grasping, twisting/turning of wrists, and finger dexterity to perform various necessary clerical duties, such as typing and writing.
- Frequently use arms, such as pushing & pulling to open/close drawers, cabinets, etc.
- Sit and/or stand for extended periods of time at an assigned station
- Bend, stand, & reach to be able to transport clients and to lift and carry up to 25 pounds for tasks such as building kits & assembling testing/educational materials.
- Use continuous clarity of vision at 20 inches or less for processing of paperwork
The physical demands described above 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 of the job.
Working Conditions, Travel, and Environment:
The duties of this job require individuals to be able to work in non-traditional and community-based settings. Additionally, the duties of this job include travel to other locations necessary to complete essential job functions, including the ability to transport self to job-related events and locations. This role requires regular reliable attendance, including:
- Ability to work flexible hours, including early mornings, evenings, and weekends
- Ability to work a minimum of 5 days per week for 40 hours per week
- Ability to work in loud, crowded, busy, or escalated environments
- Ability to drive at night and during various weather conditions safely
