General Description:

 The Research & Population Health (RPH) Executive Administrative Assistant (EAA) will work under the direction of the Chief Research & Population Health Officer (CRPHO), acting as the ‘right hand’ person to this Officer, providing administrative support in advancing the agency’s mission to eliminate health disparities through evidence-based, culturally-responsive research and public health programming. The RPHEAA will also maintain and disseminate intra-department protocols, streamline administrative procedures, facilitate event planning and execution, and arrange travel, when applicable. The RPHEAA is also responsible for providing support to RPH department leaders (e.g., Quality, Public Health, Population Health, Research, Social Care, and Grants leadership) in alignment with the health center strategic plan and department objectives.

 Reports to:       Chief Research & Population Health Officer

Supervises:        N/A

Salary/Status:    Exempt

Hours:                40 Hours/Week

Minimum Requirements:

• Associates or bachelor’s degree and 3 - 5 years administrative support experience 
• 3 - 5 years experience supporting c-level executives
• Experience or ease with learning and utilizing multiple software systems (e.g., Project management software (Asana); Blackbaud; meeting platforms (Zoom); etc.)

• Fluency in English; exceptional oral and written communication skills
• Ability to maintain confidentiality and safeguard sensitive information
• Experienced calendar manager, ability to quickly gain intuitiveness to add and reject requests and proactively resolve scheduling conflicts
• Exceptional interpersonal skills; ability to build relationships with both internal and external stakeholders, including executives, clinicians, board members, and all levels of staff; flexible and able to demonstrate a high level of emotional intelligence.
• Detail-oriented, highly organized, and professional; knowledge of standard office administrative practices and procedures. 
• Complete proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Workspace (Email, Calendar, Drive, Docs, Sheets, and Slides) applications. 
• Ability to work independently and reliably; willingness to work extended hours when necessary.

Principle Responsibilities:

• Provides comprehensive administrative support to the CRPHO including email triage, calendar management, travel arrangements, dissemination of departmental correspondence, office supply administration, and proactive general office administration in support of RPH departmental goals
• Proactively manage an extremely active calendar of appointments, ensuring the CRPHO's schedule is followed and respected
• Use discretion for confidentiality regarding all communication and documentation including all verbal and written information
• Draft and update presentations for CRPHO and other department leaders, optimize existing presentations, and support speakers during presentations (e.g., advancing slides, note-taking).  
• Update and maintain biographies of CRPHO and department leaders for presentations, agency webpage, and Board affiliation webpages.
• Compose letters, memoranda, and other miscellaneous correspondence as needed
• Track and maintain RPH webpage to reflect all RPH achievements, publications, and presentations following standard organizational protocol.
• Coordinate internal and external meetings, develop agendas, take notes, and ensure follow-up on action items for CRPHO and other department leaders. 
• Assist CRPHO with convening departmental meetings, developing departmental communications, and team-building activities. 
• Track, update, and maintain policies and procedures for research, student/intern management, and overall departmental scope and organizational compliance.
• Assist with cross-departmental tracking of pending, in-process, and completed grants. 
• Collaborate with Project Managers and Directors to track invoicing/expenditures across multiple research projects and departmental grants as needed. 
• Utilize multiple software and project management platforms to support department deliverables and projects (e.g., Asana and others) and to support departmental leaders with project milestone tracking. 
• Collaborate with cross-departmental teams (e.g., Marketing, Interpreting/Translation) on development and dissemination of RPH promotional collateral, campaigns, and materials. 
• Catalogue departmental job descriptions, manage applicant screening and interviews, and coordinate hiring processes with Human Resources Department and hiring manager. 
• Coordinate events for external audiences, i.e. funders, patients, legislators, government officials, community organizations, media, etc.
• Prepare, organize, and distribute all necessary meeting, project, event materials; catalogue as appropriate in internal databases
• Coordinate and schedule travel, meetings (virtual and in-person), and appointments.
• Welcome and direct visitors and clients of the RPH department.
• Answers and transfers phone calls, screening when necessary.
• Performs other general clerical and secretarial duties as requested, which may include record-keeping, maintaining office supplies and coordinating equipment maintenance, and handling packages and correspondence.
• Complies with agency’s Mission.
• Must maintain appropriate attendance.
• Performs other related duties as assigned.

 Working Conditions:

• Position requires prolonged periods of sitting at a desk and typing on a computer; ability to stand for prolonged periods of time; ability to perform moderate activities such as climbing stairs, bending, stooping, reaching, and lifting up to 20 pounds at times; and potential exposure to adverse outdoor environmental conditions. CHC has multiple offices and this position may be required to report to one or more location; infrequent travel may be required. We are an active healthcare facility which provides an array of services to the community; this position may, at times, come in contact with sick patients. Overtime may be required to support department initiatives.

JOB CODE: 10