Job Summary:
Under the general supervision and direction of the Program Coordinator and Program Director, provides administrative support to the Health Careers Program (“the Program”).
Disclaimer: Continuation of this position is contingent upon continued funding.
Schedule: Monday through Friday, 40 hours per week. Some evenings and weekends are required.
Essential Job Duties:
Administrative Support:
- Greets all Program visitors; assists participants and community walk-ins as needed.
- Sorts and answers memoranda and general correspondence.
- Prepares Program-related correspondence and reports for the Program.
- Develops and manages the preparation for approval of expenditures and payments according to established guidelines; tracks and monitors the timely processing of expenditures and payments.
- Prepares and updates participants’ files and ensures required data is entered in databases.
- Maintains and safeguards documents and sensitive information, and ensures confidentiality of Programs’ information.
- Maintains office supplies inventory; places orders for supplies; verifies receipt of supplies.
- Ensures operation of office equipment; troubleshoots malfunctions; schedules service repairs.
- Assists and keeps staff informed of changes in policies and procedures and important Program matters, and exercises judgment and initiative in calling the Program Coordinator’s and Program Director’s attention to urgent matters.
Organizing and Planning:
- Maintains the Program Coordinator’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel.
- Secures and manages vendor quotes for Program merchandise; submits and tracks order requests.
- Assists with the arrangement of catering services and set-up/clean-up for all Program activities.
- Collaborates with the Foundation’s Administrative Assistant Team to engage and contribute to the development of clerical priorities and ensures execution within the Program.
Recordkeeping:
- Maintains and updates filing system for the Program; retrieves information as necessary.
- Maintains systems and logs to track participants enrolled in advanced degree programs.
Core Competencies
Adaptability & Accountability: Adapts to changes in the work environment, manages competing demands, accepts criticism and feedback, changes approach or method to best fit the situation, and takes responsibility for own actions.
Analytical Skills: Synthesizes complex or diverse information, prioritizes projects, and determines best way of meeting deadlines and requirements.
Attendance & Punctuality: Schedules time off in advance, begins work on time, keeps absences within guidelines, ensures work responsibilities are covered when absent, and arrives at meetings and appointments on time.
Business Ethics: Works with integrity and ethically, upholds organizational values, and abides by written policies.
Communication: Effectively expresses ideas and thoughts both verbally and in written form, exhibits good listening skills and comprehension, responds well to questions, writes clearly and informatively and edits work for proper spelling and grammar. Presents accurate numerical data effectively.
Compliance: Within specified functional area of authority is personally accountable for understanding and ensuring regulatory and policy compliance with state and federal requirements in accordance with his/her respective job duties and responsibilities.
Confidentiality: Maintains a high degree of confidentiality.
Customer Service: Provides prompt and high-quality service to team members, vendors and internal/external clients.
Judgment: Displays willingness to make timely decisions, exhibits sound and accurate judgment, supports and explains reasoning for decisions, includes appropriate people in decision-making process and takes responsibility for communication including what is heard.
Organization: Maintains clean, functional workspace, and continuous workflow to meet daily/weekly/monthly deadlines.
Safety: Attends required safety meetings, follows the Injury and Illness Prevention Plan (IIPP) and reports unsafe conditions, and keeps workplace in safe condition.
Teamwork / Morale: Treats others with respect and courtesy, gives and welcomes feedback, inspires the trust of others, exhibits tact and consideration, displays positive outlook and pleasant manner, offers assistance and support to co-workers, and works cooperatively in group situations. Engages consistently in professional behavior.
Training: Completes company-required training in a timely manner.
Other Duties:
- Attends staff, departmental, and required meetings.
- Provides reception relief as scheduled.
- Performs other duties as assigned.
- Works some evenings and weekends and travels as required.
Experience & Education:
- High school diploma or equivalent.
- Minimum of two years of administrative experience with increasing responsibilities in an office environment.
- Must have strong organizational skills.
- Must have effective verbal and written communication skills, including letter composition, and status reports; excellent grammar, spelling, punctuation and superior proofreading skills required.
- Must display high attention to detail for accuracy and consistency.
- Must display professional demeanor, positive attitude and self-image.
- Must have excellent telephone etiquette.
- Must be able to follow directions and complete tasks as requested.
- Must be able to effectively manage multiple shifting priorities simultaneously.
- Must demonstrate sensitivity to the needs of first-generation and/or low-income students; understanding of cross-cultural values regarding education; and ability to establish rapport with target population.
- Must receive favorable clearance reports from background check, Live Scan fingerprinting, tuberculosis screening, and drug screening.
- Bilingual in English and Spanish, highly preferred.
Computer & Software Skills:
- Proficient in Microsoft Office Suite Applications.
- Proficient in Internet research best practices.
- Moderate to advanced social media skills.
- Moderate to advanced digital camera operation.
- Experience in and/or ability to learn database management applications.
- Basic ADP WorkforceNow user
Travel:
- Occasional local travel
- Must have a valid California Driver’s License, proof of current vehicle insurance, and a driving record that meets TELACU Education Foundation insurer’s criteria; must be able to use own vehicle in the course of work.
Physical & Mental Requirements:
- Talking and hearing – Clear speech and good hearing both face to face and on the phone; hears well in noisy social environments.
- Seeing – Clear vision at 20 inches or less with or without corrective lenses; vision sufficient to drive motor vehicles safely with or without corrective lenses.
Reasoning & Mental Abilities:
Uses critical thinking skills to interpret information furnished in written, oral or schedule form and to analyze more complex documents like agreements and contracts. Makes sound decisions and sets goals based on available information; evaluates situations and requirements to plan and adjust work accordingly.
Projects accurate future occurrences based on current or historic data. Must be able to work independently and without direct supervision; make decisions about the severity of variable situations and evaluate the most appropriate response; make appropriate decisions related to customer requests.
Work Environment & Exposures:
Position may require occasional exposure to fumes or airborne particles, vibration and loud noise levels.
Will be exposed to varying weather conditions, soil, pollen, grass and plant materials and fertilizer while working; will be exposed to cleaning solutions of home strength; may be exposed to industrial strength solutions for pest control, paints or solvents.
Equipment Use: Computer, keyboard, mouse, phone, copy machine, fax machine, stamp machine, binding machine, and laminating machine.
COVID-19 Vaccination:
Must be fully COVID-19 vaccinated by the first day of work. A copy of the CDC COVID-19 Vaccination Record Card must be submitted to Human Resources.
To Apply:
If you are interested in applying for this position, please email a résumé and cover letter to . Please specifically reference the full position title for which you are applying and include the job code associated with the position.
The TELACU Education Foundation is an equal opportunity employer without regard to race, color, ancestry, religion or religious creed, national origin, sex, gender, sexual orientation, gender identity or gender expression, pregnancy, age, citizenship, marital status, disability, citizenship status, uniform service member status, military and veteran status, protected medical condition, genetic information, or any other federal, state, or local protected status.