CalAIM Administrative Coordinator
hace 1 día
Los Angeles
Job DescriptionSalary: $27.00 per hour Title:Administrative Coordinator Reports to: CalAIM Director FLSA Status: Non-Exempt Position Status: Regular, Full Time, Hourly Wage Range: $31.74-$36.50 (The selected applicants starting wage will be determined based on their educational background, relevantexperience, and tenure within the organization, in alignment with internal equity considerations.) Effective Date: September 2025 Location: Fully Remote Schedule: Generally, Monday-Friday during normal business hours (between 7:00 AM and 6:00 PM Pacific) Position Summary Under the direct supervision of the CalAIM Director, the Administrative Coordinator provides high-level administrative, operational, logistical, and program support to maintain smooth workflows. This position supports leadership by managing schedules, travel, and communications; and facilitates program-related logistics, data & compliance tracking, and contract support. The role demands initiative, discretion in maintaining confidentiality, and excellent communication and organizational skills, particularly in supporting a variety of teams and external relationships. How to Apply Applications will be open from September 2025 until the position is filled. Please submit resumes and questions to Carol Malo at (). Essential Functions, Duties, and Responsibilities Executive & Administrative Support • Manage calendars, schedule meetings, create agendas, and coordinate travel and accommodations for the CalAIM Director., • Serve as the primary point of contact for internal and external communications on behalf of the CalAIM Director, coordinating materials and reviewing documents., • Draft, edit, and format communications such as reports, emails, and presentations., • Take minutes during meetings and manage the distribution of follow-up materials., • Translate documents and interpret/facilitate verbal communications between English and Spanish as needed., • Aid in the preparation of timecards, expense reports, and other required reporting., • Maintain organized digital filing systems., • Maintain and update the department database tracking contracts, staff, materials, and deadlines., • Monitor and ensure compliance with program deliverables and contract reporting requirements., • Send reminders to Program Managers and Coordinators regarding upcoming deadlines., • Track Promotora/e sign-ins/outs and assist with data compilation, reimbursement records, and compliance documentation., • Consistently meet all assigned productivity and outcome goals, • In all activities, comply with all contracts, funder requirements, and VyC procedures and policies., • Meet or exceed all goals and requirements established by the CalAIM Director for this position. Additional Duties • Provide support to the Associate Director of Operations as needed, • Work with vendors, contractors, and consultants to achieve departmental goals, as required and available, • Provide general and administrative support to the CalAIM Director and designated staff as requested. Required Competencies Education/Experience • There is no minimum educational requirement, • Ability to collaborate closely and across all VyC departments with a wide range of staff, community members, partner agencies, and funders., • Strong attention to detail, organizational abilities, and effective establishment of priorities., • Ability to handle sensitive matters with discretion and maintain a high level of confidentiality., • Strong problem-solving and critical-thinking abilities, • Demonstrated initiative and a proactive approach to tasks, • Proficiency in the principles and methods of office management and modern office procedures, systems, and equipment., • Adaptable and reliable in the face of conflict, crisis, or changing priorities., • Ability to calculate figures and amounts, including discounts, interest, commissions, proportions, percentages, area, circumference, and volume., • Ability to work independently with minimal direct instruction, both individually and as part of a team., • Because of the population served, the ability to read, write, and speak fluently in English and Spanish is required., • Knowledge of correct English and Spanish usage and grammar., • Demonstrated exceptional verbal and written communication skills, both virtual and in-person., • Ability to speak effectively to various audiences, including grantors, grantees, members of the public, or employees of the organization., • Strong proofreading skills., • Ability to read, analyze, interpret, and summarize documents such as safety rules, operating and maintenance instructions, general reports, procedures, or regulations., • Ability to complete reports and write business correspondence., • Effective and confident skills in MS Office Suite (Word, Excel, PowerPoint, Outlook) and Google Suite., • Ability to quickly adapt to new software, tools, and platforms, and independently find resources to address any challenges that may arise., • Effective and confident skills in travel booking software such as Concur or similar., • Valid Drivers License or the ability to utilize a reliable alternative method of transportation when needed to carry out job-related essential functions., • Valid automobile liability insurance is required if driving. Preferred Competencies Nice to Have • Bachelor's degree in office management or a related field, • 5+ years of progressive administrative experience in a fast-paced environment, • Understanding of the Promotora Model or other community leadership models and their role in creating health equity, nationally and internationally., • Familiarity with CalAIM initiatives, healthcare delivery, or managed care environments Physical and Mental Demands • Must be able to, • remain in a stationary position up to 90% of the time., • move about in multiple work environments up to 10% of the time., • detect incoming visitors, recognize stakeholders, and inspect printed paperwork., • reason logically and make sound decisions, to consider alternative and diverse perspectives, to communicate effectively both orally and in writing, to remain poised under all circumstances, and to interact effectively with people in a positive manner that engenders confidence and trust., • multitask without loss of efficiency or accuracy, including the ability to perform multiple duties from multiple sources., • work and sustain attention with distractions and/or interruptions., • maintain regular attendance and be punctual., • understand, remember and follow verbal and written instructions., • complete assigned tasks without direct supervision., • exercise independent judgment and make decisions., • perform under stress and/or in times of urgency., • perform in situations requiring speed, deadlines, or productivity quotas., • Constantly operates a computer, smartphone, and other office productivity machinery, such as a calculator, copy machine, and computer printer., • Frequently communicates with community members, colleagues, community partners, and other stakeholders. Must be able to exchange accurate information in these situations., • Occasionally moves about inside the office to access file cabinets, office machinery, etc. Work Environment • This job operates in a professional office environment, with occasional travel to meetings or trainings in local offices and conference centers. Equal Opportunity & Non-Harassment Visin y Compromiso is an Equal Opportunity Employer and does not discriminate on the basis of race, sex, gender identity, sexual orientation, ethnicity, religion, national origin, age, disability, veteran status, or on any other basis prohibited by law. remote work
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