Job Opportunities in United States


November 4, 2024

Casa de Salud

Albuquerque

FULL TIME


Executive Assistant

About Casa de Salud
Casa de Salud is a 501(c)3 Non-Profit Family Medical Clinic providing a wide range of medical, social, and harm reduction services to residents in Albuquerque, Bernalillo County, and surrounding areas.
Our work at Casa de Salud is unique. Every day we deliver healthcare that is rooted in dignity, trust, creativity, cultural humility, and mutual respect. We see healthcare from a lens that understands the histories of inequalities, oppressions, and structural forces that affect our community. We also see the strengths of our community members, as well as the cultural richness that exists around us. It is with this historical analysis and appreciation for the power within our community that we build towards collective wellness and liberation.
Position Summary
The Executive Assistant is a highly organized and responsible member of the team. The ideal candidate must be proactive and skilled in problem solving, multitasking, and managing daily administrative tasks. We are looking for a full-time employee interested in building a long term relationship with our organization. Working in our clinical environment involves close collaboration with those providing direct patient care, and careful attention to privacy and customer service. Since we are a small organization, duties are wide-ranging and include tasks that support organization-wide operations and involve team-work with leadership and clinical staff. The Executive Assistant works under close supervision of the Executive Director and other directors as needed.
Specific Duties:
  • Provide comprehensive administrative support to leadership
  • Collaborate with staff to accomplish tasks efficiently
  • Ensure exceptional customer service and a welcoming environment reflective of our mission and values
  • Manage calendars, meetings, meeting minutes, travel, PTO, and schedules
  • Communicate clearly and effectively between leadership and staff while maintaining a high level of professionalism
  • Sort grant opportunities by deadlines and requirements
  • Maintain organization's project management boards online, for various processes
  • Document new and existing administrative and clinical processes and design/disseminate helpful handouts, “How To” handbooks, memos/reminders, and updates
  • Keep track of clinician licensing
  • Compile, draft, and review/reconcile documents, invoices, and correspondence
  • Maintain and coordinate vendor and contractor relationships
  • Facilitate onboarding and personnel file management
  • Maintain a tidy clinical environment
  • Pre-screen job applicants, do employment verifications, background checks, start personnel files/records
  • Maintain appropriate inventory of supplies; reorder and restock office, building, and certain medical supplies
  • Perform data entry tasks
  • Manage staff as needed
  • Maintain mandatory signage and design attractive custom signage & fliers
  • Appropriately handle HIPAA protected information
  • Establish, maintain, & revise record keeping systems
  • Lift, move, & rearrange office furniture and medical equipment as needed
  • Run errands, pick up supplies, purchase items with business card as needed
  • Sort & route incoming mail, deliveries
  • Other duties as assigned
Knowledge, Skills, and Abilities
To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The essential knowledge, skills, abilities and experiences listed below are required.
  • Passionate team player with great attention to detail and a demonstrated background in multitasking and managing high priority tasks in a timely manner.
  • Experience in problem-solving, exercising sound judgment, maintaining confidentiality and the ability to interact professionally and effectively with co-workers, clients, and the general public.
  • Ability to complete assignments and responsibilities accurately and in a timely manner, often with strict and/or conflicting deadlines.
  • Strong ethics and a high level of personal and professional integrity.
  • Proficient ten finger typist, ability to take minutes during active meetings.
  • High level of competency in creating and using word documents, the internet, and email. Proficiency with the Microsoft suite software is mandatory. Comfort with Google Drive and the Apple suite is a plus. Experience managing calendars, meetings, travel, PTO, and timesheets.
  • Must be fluent in proper spoken & written English for a business environment. Fluency or strong command of Spanish is a big plus, but not required.
  • Must be comfortable with addition, subtraction, multiplication, and division, using whole numbers, common fractions, decimals, and percentages.
  • Able to effectively present information, respond to questions in a timely manner, and professionally interact with managers, clinicians, patients, vendors, and the general public.
  • Self-driven and able to anticipate needs and execute tasks without heavy supervision.
  • Excellent time management skills and a history of managing tasks that recur on daily, weekly, monthly, and longer timeframes without missing deadlines.
  • Interested in problem solving and comfortable dealing with a variety of concrete variables in situations where only limited standardization exists.
  • Open and effective communicator, excellent interpersonal skills, and a willingness and interest in expressing ideas and proposing changes to improve and streamline procedures & systems.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Interested in identifying and implementing system improvements for performance and efficiency.
  • Maintain the highest level of integrity around professional boundaries, including but not limited to maintenance of confidential information, handling of cash, and other proprietary information.
  • Comfort, competence, and experience creating attractive signage, flyers, and other documents.
  • Ability to use personal vehicle to run business related errands.
  • Comfortable with various filing systems and document management, both digital and paper.
  • Competence operating and performing normal maintenance on basic office equipment (i.e. replacing toner, troubleshooting jammed printer, troubleshooting basic computer issues, etc).
  • Highly organized and tidy.
Education, Certifications, Experience, & Requirements
  • Applicants must have a High School Diploma or GED. Bachelor’s degree is preferred.
  • At least two years experience performing duties within the range listed above.
  • A clear, valid NM driver’s license, and a personal vehicle with valid registration and insurance.
Work Environment
While performing duties of this position, the employee is required to sit for extended periods of time, type, use a trackpad or mouse, stand, walk, use and/or handle standard office and medical equipment, and communicate verbally with other staff. The employee will occasionally be required to lift and/or move office and medical equipment. Repetitive motion of upper body required for extended use of computer. Requires vision correctable to 20/20 and hearing in the range for face-to-face and telephone contacts. The office environment is open, busy, and can be moderately noisy at times.
Casa de Salud is an Equal Opportunity Employer and maintains a core value around our staff reflecting the communities we serve. Women, people of color, people of trans and gender non-conforming identities, immigrants, and differently abled people are strongly encouraged to apply.
Hours, Compensation, and Benefits
This position is an employed position at 40 hours per week. Schedule of work is Monday - Friday during normal business hours with occasional hours on evenings or weekends for special events. Benefits include health, dental, and vision insurance, paid time off, paid holidays, leadership development opportunities, professional development support, and a positive and exciting team culture.
If interested please send your resume, cover letter, and three professional references to: info@casadesaludnm.org, with the subject line “Casa de Salud Executive Assistant -- [your name].” Please note that only candidates under consideration will be contacted to schedule interviews.
Job Type: Full-time
Pay: $24.00 - $36.00 per hour
Expected hours: 40 per week
Benefits:
  • Dental insurance
  • Health insurance
  • Paid time off
  • Parental leave
  • Retirement plan
  • Vision insurance
Schedule:
  • Monday to Friday
People with a criminal record are encouraged to apply
Work Location: In person

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