Center Administrative Assistant

The WelbeHealth Administrative Assistant provides key administrative coordination and logistics support to the program operations. In addition, the Administrative Assistant provides reception coverage welcoming all participants, families, staff, and visitors by telephone and in
person while facilitating communication between staff, participants and their families. The Administrative Assistant demonstrates a positive, respectful, and professional behavior in all job aspects and collaborates effectively with colleagues and stakeholders to promote the
WelbeHealth values, team culture and mission.

What you'll do:

• Coordinate meetings for site Directors, Executive Director and IDT.
• Coordinate meeting room scheduling and set-up.
• Plan and coordinate logistics related to on-site tours and events.
• Manage office and day center supply ordering and inventory.
• Designated suite safety officer.
• Liaison to finance for expense reporting.
• Greet and interact with participants, families, community partners, and visitors in a warm and courteous manner creating a welcoming environment.
• Manage the Pacific PACE main phone including:
  • Answer the phone promptly and courteously
  • Route calls appropriately
  • Ensure phone coverage
• Manage front door including ensuring visitors sign in and out and participants do not elope.
• Manage badge inventory, wander guard distribution and participant attendance:
  • Prepare and store all participant badges.
  • Ensure all participant arrivals are documented and they receive their badge.
  • Ensure all participants departures are documented and their badge is collected and stored.
• Participate in emergency planning and maintain emergency preparedness binders and logs, as identified in the emergency preparedness policies and procedures, at the reception area.
• Ensure the administration storage area, conference rooms and staff lounge areas are stocked, organized and tidy.
• Oversee all mail service, including distribution of incoming mail and packages and preparing outbound mail.
• Provide administrative support to the operations of the program by assisting with clerical duties as assigned by the supervisor.
• Other duties as assigned.

Your qualifications:

• High school diploma or equivalent (GED).
• At least 2 years’ experience as an administrative assistant.
• Demonstrated skill with Microsoft Office –Outlook, Word, Excel, PPT.
• Highly motivated, self-directed, able to execute tasks in a quickly changing environment and make sound decisions in emergency situations, strong customer service orientation. Ability to process accurate information in a timely manner.
• Excellent organizational and communication skills.
• Experience and competency working with people from diverse backgrounds.
• Bilingual in English/Spanish preferred.
• Deep commitment to helping unlock the potential of our most vulnerable seniors.