Administrative Assistant - #1409783

Job Description

Starting Annual Salary: $55,245yr + DOE

Schedule: Monday-Friday 9am-5pm, hybrid (This role is limited duration - 12 months)

At Virginia Garcia Memorial Health Center, we honor all members of our community and acknowledge the dignity of each person we serve. Our purpose is to provide high quality, comprehensive primary health care to the communities of Washington and Yamhill counties with a special emphasis on migrant and seasonal farm workers and a view to removing barriers to health care. We strive to provide an environment that welcomes and values the people we employ and serve.

If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary: The Administrative Assistant will provide comprehensive administrative support to two HR Managers and the Dental Director. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. The ideal candidate will be proactive, flexible, and able to maintain confidentiality.

Calendar Management

Essential Duties and Responsibilities:

• Manage and maintain complex calendar for the Director, scheduling meetings, appointments, and events.
• Coordinate meeting logistics, including room reservations, equipment, and catering.
  
  

Project Assistance

• Provide administrative support for various projects, such as 50th anniversary activities, events, and initiatives.
• Assist with data entry, report generation, and other administrative tasks as needed.
  
  

Communication And Coordination

• Handle incoming calls, emails, and correspondence, routing inquiries to the appropriate individuals.
• Coordinate with internal and external stakeholders, including vendors, consultants, and employees.
• Prepare and distribute meeting agendas, minutes, and other relevant documents.
• Assist with the planning and execution of team meetings, retreats, and other events.
  
  

Event Planning And Coordination

• Support Director and Communications and Events Program Manager as needed with event planning, coordination and execution
• Schedule and coordinate various events, including meetings, conferences, celebrations, and workshops.
• Coordinate logistics: Arrange for meeting rooms, equipment, and catering as needed.
• Attending off-site events as needed.
  
  

General Administrative Tasks

• Maintain accurate and organized filing systems, both physical and electronic.
• Assist with expense reports, reimbursements, and other financial tasks.
• Provide general office support, such as photocopying, scanning, and mailing.
  
  

Event & Design Tasks

• Develop design drafts of flyers, graphics, and other designs for comms events and projects.
• Author social media posts and respond to online inquiries and reviews.
• Brand guideline adherence and material review: ensure consistent and accurate application of brand guidelines across all materials, including conducting a first review of materials created by others.
• Make edits and updates to internal and external websites.
  
  

HIPAA Requirements

Handles protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Applying the minimum necessary standard of HIPAA, the designated records sets to which this employee will have access include those items.

Knowledge, Skills And Abilities Required

• Confidentiality: Ability to keep sensitive information private.
• Problem-Solving: Skill in identifying and resolving issues, gathering information, and maintaining confidentiality.
• Interpersonal Skills: Strong communication skills, open-mindedness, and a willingness to try new things.
• Oral Communication: Clear and effective communication, both one-on-one and in group settings.
• Written Communication: Strong writing and editing skills, including the ability to present data clearly.
• Organization and Planning: Effective time management and prioritization skills, experience in event planning
• Attention to Detail: Accurate and thorough work.
• Adaptability: Flexibility to handle changes and unexpected situations.
• Reliability: Consistent and punctual attendance, following instructions, and seeking feedback.
• Safety Awareness: Adherence to safety guidelines and proper equipment usage.
• Technology Skills: Proficiency in Microsoft Office Suite, and common social media platforms, with a plus for Canva, Adobe Suite, and video editing experience.
• Self-Management: Ability to work independently and handle multiple tasks.
• Design and Marketing fundamentals: Ability to create and implement basic marketing materials and visual content using relevant tools.
  
  

Education And Experience

• Three years' experience as an Administrative Assistant to a senior leader/manager preferred.
• High school diploma or GED required.
• Relevant college coursework preferred, such as business administration, office management, healthcare administration, marketing, public relations, or communications.
• Experience in a non-profit healthcare setting highly desired.
  
  

Behavioral Competencies

Accountability: Role model VG’s mission, vision, and shared values

Customer-Focus: Listen to the voice of the customer and strive to delight them by exceeding their expectations

Teamwork: If someone needs help, help them

Initiative: Be innovative, apply fresh ideas, and continuously improve how you do your work

Confidentiality: Maintain strict confidentiality and respect the privacy of others

Ethical: Demonstrate integrity, honesty, and stewardship in all encounters at work

Respect: Demonstrate consideration and appreciation for co-workers and patients

Communication: Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Physical Requirements

• Sitting, standing, stooping, reaching.
• Use of Computer – 85% of the time.
• Ability to travel to other sites, and other functions as requested by Center Administration.
• Must be able to lift/carry up to 25 lbs.
  
  

Immunization

Staff members must meet immunization requirements as stated in VGMHC’s immunization policy and state and federal guidelines.

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes fairness in placement, promotion, transfer, rate of pay, and termination.