Central Colorado AHEC is hiring!
Executive Administrative Assistant
About Central Colorado Area Health Education Center (CCAHEC)
Central Colorado Area Health Education Center (CCAHEC) is one six regional centers within the Colorado AHEC System (CAS). The role of CCAHEC is to connect students to careers, professionals to communities, and communities to better health. Serving 11 + 1 counties in the Denver metro and foothills areas, CCAHEC promotes academic/community partnerships in five main areas of focus: 1) health professional student support; 2) health careers recruitment and retention; 3) health professional continuing education; 4) community education; and 5) community health planning.
Overview of the Executive Administrative Assistant Role
The Executive Administrative Assistant supports the Executive Director and serves as the primary point of contact for internal and external constituencies on all administrative matters pertaining to the organization. Responsibilities include coordinating executive outreach and external relations efforts and overseeing day-to-day operations of the office including coordinating administrative responsibilities, budget support/invoice processing, managing human resource duties, planning travel, initiating IT and telecommunications support, ensuring safety, planning special projects/events, and providing direct administrative assistance to the Executive Director regarding sensitive administrative processing and matters concerning board of director activities. The Executive Assistant is creative and enjoys working within a small, team-based environment that is mission-driven, results-driven, and health-oriented. The Executive Administrative Assistant will work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
This position requires some travel within the region and occasional evening and weekend events.
Details: This is a full-time, non-exempt position. Company-Provided Health Plan, Worksite Wellness Program Benefits, and a Professional Development Budget are included. Pay based on experience, starting at $44,500.
Essential Duties and Responsibilities:
- Completes a broad variety of administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; prioritizing the Executive Director’s time and attention; completing reports; and composing and preparing correspondence that is sometimes confidential.
- Plans, coordinates, and ensures the Executive Director’s schedule is followed, and respected. Serves as a "gatekeeper", creating win-win situations for direct access to the Executive Director’s time.
- Works closely and effectively with the Executive Director keeping her well informed of upcoming commitments and responsibilities and follows up appropriately. Understands the issues taking place in the office environment and keeps the Executive Director updated.
- Prepares agendas and materials for meetings; provides monthly reports, and other special reports as requested; and coordinates the organization’s event meetings to include set up, ordering supplies/food, verifying attendance, preparing files materials, etc. Corresponds as needed before and after meetings, which may include composing meeting minutes.
- For events and meetings, coordinates catering, the ordering of gifts, budget, audiovisual equipment, computer equipment, room setup, and all necessary paperwork well in advance. Ensures that all who need pertinent information receive it in a timely manner. In case of changes to meeting times or locations, notifies all parties. Prepares extra copies of agenda and other meeting materials as needed.
- Communicates directly, and on behalf of the Executive Director with the Board of Directors, community partners, colleagues, and staff on matters related to organization’s programmatic initiatives.
- Assists the Executive Director in preparation of Board materials including processing and distribution.
- Provides a bridge for smooth communication between the Executive Director's office and stakeholders; demonstrates leadership to maintain credibility, trust, and support with staff.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive Director, some of which may have organizational impact.
- Coordinates the organization of event planning activities in partnership with the Executive Director. Sets the annual project management calendar for all organizational events and responds to, coordinates, and follows-up all related vendor contacts and contracts.
- Assists with special projects, which could include organizing materials, gathering data, consulting with information sources, drafting summaries, and related activities as agreed upon with the Executive Director.
Office and Facilities Support
- Serves as the initial contact at the organization, answering incoming phone calls and greeting and directing customers on site.
- Manages general office administration and operations to enable CCAHEC personnel to accomplish their tasks in a timely and efficient manner.
- Facilitates as office/facilities manager in all matters related to the physical facility and other company property.
- Ensures the availability of office equipment, including furniture; arranges for repairs and signage; troubleshoots and reports issues when needed.
- Serves as liaison with Leasing Office to report and follow-up on maintenance concerns.
- Maintains inventory and orders office supplies as needed.
- Maintains and modifies office records and filing system.
- Manages the conference room calendar.
- Coordinates office moves, updates and maintains mailboxes, works with ITS on phone and e-mail set-up and processes all facilities work orders including phones, keys, and signage.
- Oversees and maintains the office environment, including facilitating office interaction.
- Develops and oversees office Worksite Wellness initiatives.
- Assists other staff members in their programmatic and/or project management-related responsibilities.
- Serves as HR Liaison; handles human resources related processes, including managing employee schedules/absences, and provides guidance and assistance to regarding organizational policies and procedures.
- Coordinates all employee electronic files change processing, benefits / deductions changes and the accounting/payroll processing interface via the company’s human resource information systems.
- Provides advice to internal and external constituents on policies and procedures, as well as organization specific issues.
- Assists the Accounting Manager with financial reporting including employee files and personnel changes. Assists in tracking employee hours, vacation leave requests, usage, and accruals and other employee leave-related responsibilities.
- Assists in supervision and direction of student workers (interns, job-shadows, etc.).
- Other duties as assigned.
Reports directly to and receives general supervision from the Executive Director.
Education and Experience-
- Three (3) years of progressive work experience in an office environment. Two (2) years’ experience at an executive level preferred. Experience with reporting to multiple managers and/or managing large administrative projects is also required. One (1) year in the information technology or healthcare field is preferred.
- Interest and/or field experience in Health and Education, experience working as both part of a team, and working independently.
Knowledge, Skills, and Abilities-
- Exceptional interpersonal and communication skills (oral, written and interpersonal)
- Ability to make presentations and communicate effectively with communities, partners, and other stakeholders.
- Ability to establish positive working relationships
- Demonstrates the ability to lead & empower others.
- Strong internal and external customer service orientation
- Strong demonstrated critical-thinking, organizational, and problem solving skills.
- Proven ability to coordinate multiple activities, establish priorities, attend to detail, handle interruptions, manage time and follow-up, and meet deadlines.
- Experience in event and meeting planning.
- Supervisory experience.
- Training experience, specifically with student workers/interns.
- Resourcefulness and ability to problem-solve and take initiative.
- Ability to anticipate needs and priorities.
- Flexible and collaborative.
- Able to work effectively with a high degree of independence.
- Computer proficiency in MS Office applications, particularly with Outlook, Word, and Excel.
- Uses tact and diplomacy when handling incoming and outgoing telephone calls and electronic mail
- Computer proficiency in Office365 (Outlook, Word, Excel, and Power Point) and fluent navigation of the internet required. Experience with Google Apps preferred.
Valid driver’s license; current automobile insurance, ability to pass a complete background check.
Primarily sedentary work with occasional standing, walking, lifting, moving, and traveling to other departments or work sites.
Requires ability to use hands, fingers and arms for keyboarding, filing, telephone work, and operating office equipment greater than 75% of the time. Requires ability to push, pull, move and/or lift 10-20 lbs 0-25% of the time. Also requires:
- Working in a standard on-site business office environment
- Continuous use of PC equipment including keyboard, mouse, and printer
- Frequent use of telephone and conference equipment
- Frequent use of printer, copiers, and other office equipment
- Occasionally needs to work during scheduled off-hours (e.g. holidays, weekends, and evenings) to meet project commitments.
Requires adequate hearing to receive detailed oral information over the phone and in-person. Requires ability to convey detailed spoken information to internal and external customers individually and in groups, both over the telephone and in-person. Requires adequate visual acuity to use a computer screen and read written documents.
Normal office environment. Team-based & worksite wellness atmosphere.
Equal Employment Opportunity Policy: CCAHEC is dedicated to equal employment opportunities in any term, condition, or privilege of employment. CCAHEC prohibits unlawful discrimination against applicants or employees based on race, color, national origin, ancestry, creed, religion, sex, age, disability, genetic information, veteran status, sexual orientation, marital status, gender expression, or any other characteristic protected by state or local law. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.
Location: CCAHEC is at 10200 East Girard Ave. B131, Denver, CO 80231. The Executive Administrative Assistant will be available full-time and will work onsite with offsite scheduling available with advance permission.
Application Process: To apply please submit a resume, cover letter explaining your interest and qualifications, and a one page statement describing your understanding of the health challenges in Colorado to Lin Browning, Executive Director of Central Colorado Area Health Education Center, at firstname.lastname@example.org. Please include “Executive Administrative Assistant” in the subject line. Review of resumes will continue until the position is filled.
Central Colorado AHEC, a 501(c)(3) Organization | 10200 E. Girard Avenue | Denver, CO | 80231 | 303.481.8686