Office and Administrative Coordinator
10 days ago
Huntington Park
Job Description Our Mission To promote the well-being of the underserved by providing access to high-quality healthcare for all, regardless of ability to pay. Our services, activities and governance reflect the Islamic values and moral principles which inspired our founders. These include the core values which are universally shared and revered by society at large: Service, Compassion, Human Dignity, Social Justice, and Ethical Conduct. Working at UMMA UMMA is looking for passionate and mission-driven Staff who look to make an impact on the lives of our patients and the members of our community. These roles include Physicians and Medical Staff, Behavioral Health Staff, Administration, and more! Benefits and Compensation UMMA offers a competitive compensation and benefits package with comprehensive and cost-effective medical plans. Benefits package includes Medical, Dental, Vision, AD&D and Supplemental Life Insurance, Employee Assistance Program Tuition Reimbursement, loan repayment opportunities, 403(b) savings plan, employee discounts, extended lunch on Fridays, and more!. Our compensation plan also includes paid Holidays, Paid Time Off (accruals begin on the first day of hire), Employee Recognition, and more!! Summary The Office and Administrative Coordinator provides high-level, proactive administrative and operational support to UMMA Health’s executive leadership team. This includes managing calendars, preparing agendas/minutes, coordinating events, supporting provider hiring, procurement workflows, processing donations and mail, and overseeing administrative office operations. Essential Duties and Responsibilities • Provide high-level administrative support to the Chief Strategy Officer and C-suite, including drafting correspondence, reports, presentations, spreadsheets, and meeting materials and minutes., • Manage executive calendars, prioritize high-volume scheduling, coordinate meetings and teleconferences, and arrange travel, itineraries, and expense reports., • Prepare agendas, take accurate minutes, and manage logistics for executive and leadership meetings, including room setup, audiovisual needs, and catering., • Draft executive communications and provide inbox triage as assigned., • Serve as the primary point of contact for the administrative office, triaging incoming calls, coordinating mail and deliveries, and supporting internal and external communications., • Coordinate office operations, including maintaining office and kitchen supplies, morale activities, staff anniversary recognition, and monthly supply tracking., • Maintain and build SharePoint pages to support staff coordination, document management, and information sharing., • Support development and special events activities in coordination with the Development team, including mailings, donation processing and logging, and partner communications., • Assist with human resources functions such as recruitment coordination, onboarding, reference checks, file maintenance, provider recruitment support, and staff events., • Support organizational compliance efforts, including coordinating documentation for federal audits and assisting with Compliatric policy and contract tracking., • Liaise with vendors and consultants, maintain contract files, track renewals, and notify leadership of upcoming deadlines., • Process purchase orders through iCompleat, submit reimbursements, and support expense tracking and executive expense reports., • Create and distribute monthly internal staff newsletters using Canva., • Coordinate culturally appropriate hospitality, including halal-compliant catering, as needed., • Serve as a resource for general administrative inquiries and special requests, exercising sound judgment, discretion, and professionalism. SECONDARY DUTIES • Cross-trains in other clerical duties throughout the clinic in order to fill in for absences/vacations., • Role requires at minimum 4 days of in-person work., • Performs related duties as required., • Other duties as assigned.SERVICE VALUES All employees are expected to provide the very highest level of service to Clinic patients and their families. In addition, their work ethic is expected to reflect the Islamic values and moral principles that inspired its founders. These include the core values that are universally shared and revered by society at large: Service Compassion Human Dignity Social Justice Ethical Conduct CORE COMPENTENCIES • Organization & Detail Orientation – ability to manage many moving pieces accurately, • Professional Communication – consistent, clear, polished interactions, • Confidentiality & Discretion – handling sensitive information appropriately, • Adaptability & Flexibility – thriving in a fast‑changing clinical + administrative environment, • Proactive Problem‑Solving – anticipating needs, addressing issues before escalation, • Time Management & Prioritization – balancing deadlines, interruptions, and urgent requests, • Relationship‑Building – cross‑department collaboration with executives, clinic staff, and external partners, • Customer Service Mindset – warm, solution‑oriented approach to staff and external contactsQUALIFICATIONS/ POSITION REQUIREMENTS These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines. • Successful completion and acceptable results of post offer physical examination, drug screening, and criminal background check, • Requirements for vaccinations and preventative testing: Influenza, TB, Covid-19 & Booster EDUCATION/EXPERIENCE / KNOWLEDGE: To perform effectively in this position, the incumbent must have: • Bachelor’s degree, preferably in Public Health, Business Administration, or other related fields, • 4+ years experience providing high level support to a chief or senior executive, • Working knowledge of organizational policies and procedures, • Strong clerical/administrative skills including personal computer skills (Microsoft Office software) and a working knowledge of contemporary general office methods., • Ability to maintain positive interpersonal relationships with a variety of people and work effectively with people of diverse cultures, ages and economic backgrounds, • Demonstrated effective verbal and written communication skills with staff, Board members, vendors, medical providers, and members of the general public., • Ability to make routine decisions and determine proper action based on experience within the limits of policy and procedures., • Ability to maintain absolute discretion over highly sensitive executive information., • Effective organizational skills and the ability to handle multiple activities with changing priorities simultaneously., • Demonstrated skills in writing, spelling, grammar, editing and proofing; effective oral and listening communications skills., • Will spend substantial time standing, sitting, speaking and listening, • Must regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds EQUIPMENT & SOFTWARE OPERATION The incumbent in this position may operate any/all of the following equipment: • Telephone, cell phone, fax, • Computer, printer and related equipment, • Copy machine, • Audio-visual equipment, • Personal automobile Computer software may include any or all of the following: • Microsoft Office, • Microsoft Access, • Design / Publishing software, • Internet Explorer, • Donor Software, • eCW