Department Assistant
3.
9 Pasadena, CA Pasadena, CA $21.
91 - $30.
67 an hour $21.
91 - $30.
67 an hour SUMMARY The Department Assistant provides support to the administrative departments serving as a point of contact for internal and external constituencies.
This position provides general administrative, reception and clerical support including assistance with data collection and reporting, answering phones, greeting/welcoming visitors, preparing reports, filing and copying, managing schedules, and assisting with planning and supporting internal and external meetings.
Additionally, the Assistant acts as a back-up in the absence of the Chief Executive Officer's Executive Assistant or the Clinical Executive Assistant.
ESSENTIAL DUTIES AND RESPONSIBILITIES Supports and promotes the mission of the Agency:
Foothill Family empowers children and families to achieve success in relationships, school, and work through community-based services that advance growth and development.
Completes a broad variety of administrative and clerical tasks for the administrative department heads.
Maintains Agency-wide calendar to ensure a centralized calendar of events, training, program visits, audits, etc.
Prepares presentation materials utilizing PowerPoint and/or other programs for a variety of internal and external meetings.
Maintains policy manuals and drafts various department policies, including cross-checking policies to ensure cohesiveness and consistency among departments.
Provides support for various meetings including scheduling, meeting notifications, monitoring attendance, preparing meeting materials and completing minutes.
Fields and screens calls and requests and responds to routine requests whenever possible.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Works closely and effectively with the department heads to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the department heads, including those of a sensitive or confidential nature and determines appropriate course of action, referral, or response.
Manages a variety of projects and administrative tasks for the CFO/COO.
Work with the Facilities Manager to support facilities needs for the Home Office.
Works closely with the Development team assisting with external events and promotions, including the Annual Gala and other donor events.
Displays sensitivity to the service population's cultural and socioeconomics characteristics.
Performs work in a safe manner at all times and ensures employees are abiding by safety practices; takes action when employees put themselves or others at risk.
Follows all policies, procedures and legal mandates including HIPAA, client confidentiality, releases of information, protected health information (PHI) and client files.
Reports to work on time and maintains reliable and regular attendance.
Performs other duties as assigned.
POSITION REQUIREMENTS Bachelor's Degree (B.
A.
) or equivalent work experience and a minimum of five years related work experience.
Experience supporting Executive Level staff preferably in a non-profit environment.
Schedule flexibility as some work will need to be completed after hours (ex.
board meetings) or on weekends (ex.
event support).
Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Expert level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point).
Demonstrated flexibility, enthusiasm, initiative, and follow through.
Ability to work with all levels of the Agency in a positive manner and maintain a professional demeanor in challenging situations.
Valid CA Driver's License and maintains insurability on the Agency's auto liability policy (including a minimum of 2 years driving experience after receiving license after receiving license) and maintains the California state required auto insurance liability limits.
PHYSICAL DEMANDS The physical demands 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.
Supports and promotes the mission of the Agency:
Foothill Family empowers children and families to achieve success in relationships, school, and work through community-based services that advance growth and development.
Completes a broad variety of administrative and clerical tasks for the administrative department heads.
Maintains Agency-wide calendar to ensure a centralized calendar of events, training, program visits, audits, etc.
Prepares presentation materials utilizing PowerPoint and/or other programs for a variety of internal and external meetings.
Maintains policy manuals and drafts various department policies, including cross-checking policies to ensure cohesiveness and consistency among departments.
Provides support for various meetings including scheduling, meeting notifications, monitoring attendance, preparing meeting materials and completing minutes.
Fields and screens calls and requests and responds to routine requests whenever possible.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Works closely and effectively with the department heads to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the department heads, including those of a sensitive or confidential nature and determines appropriate course of action, referral, or response.
Manages a variety of projects and administrative tasks for the CFO/COO.
Work with the Facilities Manager to support facilities needs for the Home Office.
Works closely with the Development team assisting with external events and promotions, including the Annual Gala and other donor events.
Displays sensitivity to the service population's cultural and socioeconomics characteristics.
Performs work in a safe manner at all times and ensures employees are abiding by safety practices; takes action when employees put themselves or others at risk.
Follows all policies, procedures and legal mandates including HIPAA, client confidentiality, releases of information, protected health information (PHI) and client files.
Reports to work on time and maintains reliable and regular attendance.
Performs other duties as assigned.
Bachelor's Degree (B.
A.
) or equivalent work experience and a minimum of five years related work experience.
Experience supporting Executive Level staff preferably in a non-profit environment.
Schedule flexibility as some work will need to be completed after hours (ex.
board meetings) or on weekends (ex.
event support).
Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Expert level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point).
Demonstrated flexibility, enthusiasm, initiative, and follow through.
Ability to work with all levels of the Agency in a positive manner and maintain a professional demeanor in challenging situations.
Valid CA Driver's License and maintains insurability on the Agency's auto liability policy (including a minimum of 2 years driving experience after receiving license after receiving license) and maintains the California state required auto insurance liability limits.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
9 Pasadena, CA Pasadena, CA $21.
91 - $30.
67 an hour $21.
91 - $30.
67 an hour SUMMARY The Department Assistant provides support to the administrative departments serving as a point of contact for internal and external constituencies.
This position provides general administrative, reception and clerical support including assistance with data collection and reporting, answering phones, greeting/welcoming visitors, preparing reports, filing and copying, managing schedules, and assisting with planning and supporting internal and external meetings.
Additionally, the Assistant acts as a back-up in the absence of the Chief Executive Officer's Executive Assistant or the Clinical Executive Assistant.
ESSENTIAL DUTIES AND RESPONSIBILITIES Supports and promotes the mission of the Agency:
Foothill Family empowers children and families to achieve success in relationships, school, and work through community-based services that advance growth and development.
Completes a broad variety of administrative and clerical tasks for the administrative department heads.
Maintains Agency-wide calendar to ensure a centralized calendar of events, training, program visits, audits, etc.
Prepares presentation materials utilizing PowerPoint and/or other programs for a variety of internal and external meetings.
Maintains policy manuals and drafts various department policies, including cross-checking policies to ensure cohesiveness and consistency among departments.
Provides support for various meetings including scheduling, meeting notifications, monitoring attendance, preparing meeting materials and completing minutes.
Fields and screens calls and requests and responds to routine requests whenever possible.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Works closely and effectively with the department heads to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the department heads, including those of a sensitive or confidential nature and determines appropriate course of action, referral, or response.
Manages a variety of projects and administrative tasks for the CFO/COO.
Work with the Facilities Manager to support facilities needs for the Home Office.
Works closely with the Development team assisting with external events and promotions, including the Annual Gala and other donor events.
Displays sensitivity to the service population's cultural and socioeconomics characteristics.
Performs work in a safe manner at all times and ensures employees are abiding by safety practices; takes action when employees put themselves or others at risk.
Follows all policies, procedures and legal mandates including HIPAA, client confidentiality, releases of information, protected health information (PHI) and client files.
Reports to work on time and maintains reliable and regular attendance.
Performs other duties as assigned.
POSITION REQUIREMENTS Bachelor's Degree (B.
A.
) or equivalent work experience and a minimum of five years related work experience.
Experience supporting Executive Level staff preferably in a non-profit environment.
Schedule flexibility as some work will need to be completed after hours (ex.
board meetings) or on weekends (ex.
event support).
Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Expert level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point).
Demonstrated flexibility, enthusiasm, initiative, and follow through.
Ability to work with all levels of the Agency in a positive manner and maintain a professional demeanor in challenging situations.
Valid CA Driver's License and maintains insurability on the Agency's auto liability policy (including a minimum of 2 years driving experience after receiving license after receiving license) and maintains the California state required auto insurance liability limits.
PHYSICAL DEMANDS The physical demands 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.
Supports and promotes the mission of the Agency:
Foothill Family empowers children and families to achieve success in relationships, school, and work through community-based services that advance growth and development.
Completes a broad variety of administrative and clerical tasks for the administrative department heads.
Maintains Agency-wide calendar to ensure a centralized calendar of events, training, program visits, audits, etc.
Prepares presentation materials utilizing PowerPoint and/or other programs for a variety of internal and external meetings.
Maintains policy manuals and drafts various department policies, including cross-checking policies to ensure cohesiveness and consistency among departments.
Provides support for various meetings including scheduling, meeting notifications, monitoring attendance, preparing meeting materials and completing minutes.
Fields and screens calls and requests and responds to routine requests whenever possible.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Works closely and effectively with the department heads to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the department heads, including those of a sensitive or confidential nature and determines appropriate course of action, referral, or response.
Manages a variety of projects and administrative tasks for the CFO/COO.
Work with the Facilities Manager to support facilities needs for the Home Office.
Works closely with the Development team assisting with external events and promotions, including the Annual Gala and other donor events.
Displays sensitivity to the service population's cultural and socioeconomics characteristics.
Performs work in a safe manner at all times and ensures employees are abiding by safety practices; takes action when employees put themselves or others at risk.
Follows all policies, procedures and legal mandates including HIPAA, client confidentiality, releases of information, protected health information (PHI) and client files.
Reports to work on time and maintains reliable and regular attendance.
Performs other duties as assigned.
Bachelor's Degree (B.
A.
) or equivalent work experience and a minimum of five years related work experience.
Experience supporting Executive Level staff preferably in a non-profit environment.
Schedule flexibility as some work will need to be completed after hours (ex.
board meetings) or on weekends (ex.
event support).
Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Expert level written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point).
Demonstrated flexibility, enthusiasm, initiative, and follow through.
Ability to work with all levels of the Agency in a positive manner and maintain a professional demeanor in challenging situations.
Valid CA Driver's License and maintains insurability on the Agency's auto liability policy (including a minimum of 2 years driving experience after receiving license after receiving license) and maintains the California state required auto insurance liability limits.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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