Administrative Assistant

• Provide high-level support to school staff and be an integral part of the classified staff.
• Enter data into the online student information system.
• Assist K-12 Administrators with student placement, student club placement, attendance reports, projects such as the graduation program, course catalog, students of the month, and other clerical tasks as assigned.
• Greet and assist staff, students, families, and visitors both in person and by phone; this includes routing calls, relaying messages, receiving and directing visitors, and determining priority matters promptly and courteously.
• Attend program and department staff meetings to stay fully informed about school activities and efforts, to improve skills, and maintain frequent lines of communication.
• Maintain pertinent records.
• Performs all functions within FERPA regulations.
• Cultivate and model a respectful work and learning environment.
• Self-starter who also works well in a team.
• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Providing reception at the front desk as necessary.
• Prompt and regular attendance.
• Additional duties as assigned.

Administrative Assistant II – K-12

• Own clinical scheduling and staffing needs:
• Build and release CAH RN schedule based on schedule of schedules timeline.
• Ensure all floors have adequate RN coverage taking into account:
• Licensing
• System access
• Training
• PTO, and call in management
• Coordinate with Operations, MSO (Medical Staff Office,) Payroll, and IT teams to support workflow continuity and organizational effectiveness.
• Ongoing validation of time and attendance in accordance to state laws.
• Review, validate, and complete monthly invoice.
• Maintain Hicuity’s education platform including:
• Adding and assigning new users.
• Removing termed users.
• Uploading nursing huddles.
• Tracking/monitoring completion rates.
• Maintain nursing competencies.
• Create and share competencies for new hires.
• Create and share competencies for cross training nurses.
• Tracking completion of competencies.
• Managing the access process for all CAH staff.
• Working in partnership with MSO team on CAH credentials/licensing.
• All other duties as assigned within scope.

Care At Home Administrative Assistant

• Schedule and organize virtual, in-person and hybrid appointments and meetings using Microsoft Outlook, Teams, and Zoom.
• Traffic creative submissions for internal review and approval, ensuring reviewers stay on deadline.
• Process payments including but not limited to, project-specific purchase orders, program sponsorships, events and memberships, and renew memberships.
• Maintain program marketing sponsorship, event, partnership and membership tracking tools in collaboration with the Administrative Assistant for Energy Trust’s Communications and Customer Service team.
• Set up and maintain digital files and record keeping systems.
• Answer and direct email and phone inquiries from internal and external sources.
• Update and maintain team policies and procedures and coordinate with other administrative staff in the organization to ensure alignment of business processes and policies.
• Take detailed notes at team meetings and support tracking and completion of meeting follow-ups.
• Handle administrative tasks, such as filing, generating reports and presentations, and meeting set up.
• Perform other job-related duties as assigned.

Administrative Assistant – Program Marketing

• Respond promptly to customer inquiries and complaints fully and with a resolution
• Partner with other members of management to set up and maintain customer and vendor accounts
• Assist with the entire new hire process with dedicated Recruiter and Onboarding Team in HR
• Manage local A/P process by creating purchase orders, reviewing local A/P invoices, and communicating with local vendors and Corporate Accounting
• Manage local A/R process by ensuring all customers are invoiced timely and accurately
• Ensure adherence to all company policies, safety rules and regulations
• Complete daily, weekly and monthly operations reporting including payroll, production reporting, and shipping and receiving
• Perform general clerical duties including mail sorting and processing, answering phones, maintaining company bulletin boards, and dispatching drivers
• Order and maintain office supplies, personal protective equipment (PPE), and first aid inventory
• Facilitate operational requirements by scheduling and completing administrative projects as needed

Office Manager

• Administrative duties such as business letters, shipping, answering phone, filing, coordinating office events, coordinating with corporate office and making the office a pleasant fun environment
• Formatting specifications, and creating contracts
• Assist engineers and office staff with requested tasks
• Organize catering for meetings, classes, and special events
• Maintain all office and kitchen supplies inventory
• Make sure conference rooms, printer room and kitchen is organize and neat at all times
• Clean kitchen, fridges, & water the plants
• Distribute mail and prepare all packages using On-Trac, US Mail, FedEx, UPS, etc.
• Approve invoices for all office supplies
• Deliver materials to client and run errands throughout the bay area on as needed basis
• Maintain database of marketing materials, when needed
• Help with office logistics and staff moves
• Welcome new hires by rolling out the red carpet of hospitality
• Assisting with the production of statements of qualifications, proposals, presentations and other marketing materials, or assist with such efforts
• Working closely with principal(s) and project managers designated to assist specific marketing activities including research for potential project leads, budgets, and relationships
• Gathering, formatting and maintaining accurate, up-to-date firm marketing information including staff bios, project descriptions, and other information for marketing purposes

Temporary Administrative Assistant

• Support customers and employees by being a hub of information
• Maintain and analyze sales
• Analyze budget reports and spreadsheets
• Respond to customer feedback
• Coordinate customer and employee events

Interim Administrative Assistant

• Assemble and coordinate the production of reports, technical papers, forms and summaries and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Office Manager, professional staff, or Operations Manager;
• Compose material and information and type and design general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to client, project, and professional matters.
• Proofread copy for spelling, grammar and layout making appropriate changes.
• Responsible for accuracy and clarity of final copy.
• Sign correspondence as required;
• Create logs and databases;
• Perform desktop publishing and develop visual presentations for professional staff;
• Schedule and organize complex activities such as travel, client meetings, staff meetings, conferences, webinars, interviews and teleconferences, department and/or branch activities;
• Organize and prioritize large volumes of information and calls;
• Sort and distribute mail.
• Draft written responses or reply by phone or e-mail when necessary;
• Respond to regularly occurring requests for information;
• Field and answer routine and non-routine questions while working in cooperation with other assistants to cover phones;
• Assist with coordination for employee functions and events;
• Establish, develop, maintain, and update client, project, governmental agency and confidential filing systems, and as required, maintain and update library of professional journals and magazines;
• Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of manager, professional staff and other senior management;
• Complete Proposal Initiation and Project Initiation forms and open project files;
• Conduct research and compile and process statistical reports;
• Maintain calendar system regarding work in progress and inform professional staff of due dates;
• Coordinate with printers and photographers, as needed;
• Proof billing reviews and client invoices for accuracy;
• Review dailies, newspapers, newsletters for business leads or other important information, as needed;
• Manage day to day operations and workflow;
• Organize office procedures e.g. information filing, retrieval systems, supplies inventory and ordering;
• Organize the operation of word processing and other equipment;
• Maintain inventory for office supplies, office furniture, and field equipment;
• Process cost recoveries;
• Run routine errands and assist with local business errands as needed;
• Assist office staff and manager with assigned administrative tasks; and
• Perform other administrative and receptionist functions and assist other administrative staff as needed.

• Assist the manager and leads of the Business Analytics Team and the PBM Compliance Team with the ongoing operations of those teams
• Interpreting and applying applicable laws, rules, and procedures and exercising independent judgment while performing essential duties, particularly related to External Review
• Independently performing a wide range of administrative functions related to intake and processing of external review requests and complaints and coordination of program activities
• Assisting both the Business Analytics and PBM Compliance teams with organizing program materials and tracking commitments

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