This position reports directly to the Director of the Victim Assistance department and assists in managing the office and handling duties for the Director. The ideal candidate for this job is resourceful, a good problem solver, reliable, open to change, organized, and work well in a fast paste environment. This position will be responsible for providing administrative support by implementing systems, procedures, policies, and monitoring administrative projects.
Responsibilities (are not limited to):
Daily tasks:
Communication with Director – discusses and works on priorities every day.
Maintain calendar; schedule, cancel or reschedule and confirm appointments
Retain confidentiality- Limit information given over the phone.
Maintain client documents and files in the office – keep organized, in a secure space and updated
Answer phone, forward and take messages. Check voicemail daily and return calls in 24 hrs.
Do client screenings and intakes
Updates Client, Meetings, Training, and Contacts Lists every day.
Prepare files or documents for next day appointments and leave them on Directors’ desk.
Organize files, donations, office supplies and office common areas.
Fax documents/make copies under Directors’ direction
Update database of clients and cases (General HT list and Quickbase)
Conserve Director’s time by reading, researching, and sending correspondence; drafting letters and documents; initiating phone calls
Safe at Home and Victim Compensation program enrollments as needed
Occasional tasks:
Update Human Trafficking list and map with each new client enrolled
Update Referral Information Guide often.
Send monthly report to Director at the end of the month. (Summary of clients and case types)
Attend monthly meetings and committees at the discretion of the Director
Outreach to other La Maestra departments and locations – give info/flyers/cards
Notifies supervisor when department brochures or business cards are needed.
Compiles data and prepares reports, documentation and necessary information for grant partners and Board of Directors
Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
Updates departmental forms (intake, receipts, contracts etc.)
Prepares meeting materials and assists with the development of presentations/events
Updates agreements and contracts (MOU’s) with partner organizations.
Additional Duties And Responsibilities
Attend staff meetings
Performs other duties as assigned.
Job Requirements
Education: Bachelors’ Degree
Certification required: Current valid CPR certification.
Experience: At least two (2) years working in administrative or front desk position and in a non-profit setting. Experience working with victims of DV / HT
Verbal and Written Skills to perform the job: Familiarity with basic word processing, spreadsheet, Microsoft Excel, and database applications. Accurate keyboarding skills.
Technical knowledge and skills required to perform the job: Excellent verbal, written and interpersonal communication skills and the demonstrated ability to work with diverse individuals and groups. Demonstrate high levels of self-initiation and direction. Knowledge of communities we serve. Skill in analyzing situations and making timely decisions. Proficiency in Microsoft excel.
Physical and Mental Requirements: Work involves sitting, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. The employee may be required to push, pull, lift, and/or carry up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
La Maestra Community Health Centers is an Equal Opportunity Employer. We encourage applications from all individuals regardless of race, religion, color, sex, pregnancy, national origin, sexual orientation, ancestry, age, marital status, physical or mental disability or any other protected class, political affiliation or belief.
Company Description
The La Maestra Circle of Care® is a holistic, solution-based approach to addressing the health and wellbeing needs of diverse emerging communities—because complete wellness requires more than just a trip to the doctor. Since the first clinic opened in 1990, La Maestra’s board and staff recognized that for a patient and family to be healthy, they must have barrier-free access to integrated services including nutritious food, safe affordable housing, job training or continuing education opportunities, and programs that promote wellbeing.
La Maestra’s staff, who is from the diverse populations served, has embraced the Circle of Care® philosophy, working together to identify the total needs of patients and attend to them through preventive care, education, treatment, and referrals to services that address the social determinants of health, ultimately guiding patients and their families to wellbeing and self-sufficiency. The Circle of Care® involves a network of integrated services provided by La Maestra Community Health Centers, La Maestra Foundation, and partner organizations. La Maestra strives to overcome barriers, streamline workflows and improve quality, and it continuously broadens the Circle of Care® to respond to growing needs, while enhancing its effectiveness through state-of-the-art technology including eHealth solutions and custom population health management systems.
The Circle of Care® approach makes La Maestra unique among the healthcare organizations in the region. La Maestra’s total commitment to the health and well-being of the individual and his or her family extends far beyond what normal healthcare organizations are prepared to provide. La Maestra has been recognized locally and nationally for its commitment to develop and share this grassroots, innovative, and scalable model.
The La Maestra Circle of Care® is a holistic, solution-based approach to addressing the health and wellbeing needs of diverse emerging communities—because complete wellness requires more than just a trip to the doctor. Since the first clinic opened in 1990, La Maestra’s board and staff recognized that for a patient and family to be healthy, they must have barrier-free access to integrated services including nutritious food, safe affordable housing, job training or continuing education opportunities, and programs that promote wellbeing. La Maestra’s staff, who is from the diverse populations served, has embraced the Circle of Care® philosophy, working together to identify the total needs of patients and attend to them through preventive care, education, treatment, and referrals to services that address the social determinants of health, ultimately guiding patients and their families to wellbeing and self-sufficiency. The Circle of Care® involves a network of integrated services provided by La Maestra Community Health Centers, La Maestra Foundation, and partner organizations. La Maestra strives to overcome barriers, streamline workflows and improve quality, and it continuously broadens the Circle of Care® to respond to growing needs, while enhancing its effectiveness through state-of-the-art technology including eHealth solutions and custom population health management systems. The Circle of Care® approach makes La Maestra unique among the healthcare organizations in the region. La Maestra’s total commitment to the health and well-being of the individual and his or her family extends far beyond what normal healthcare organizations are prepared to provide. La Maestra has been recognized locally and nationally for its commitment to develop and share this grassroots, innovative, and scalable model.
Seniority level
Entry level
Employment type
Full-time
Job function
Other
Industries
Hospitals and Health Care
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