Job Details

PURPOSE

Provide administrative and operational support to the Director of Atlantic City Health Center & Operations (Director).

ESSENTIAL JOB FUNCTIONS AND DUTIES

Administrative Responsibilities (60%)

• Calendar management for the Director and Health Promoters
• Coordinates and schedules meetings for the Director, and other entities with interests in Atlantic City
• Takes meeting minutes
• Manages correspondence, reports, and meeting materials
• Manages office mail and oversees the mailroom and supplies
• Schedules and arranges meeting space for various meetings, including arranging for lunches, refreshments, or other needs
• Communicates meetings and other health plan related issues to the union as needed
• Manages monthly office supplies and communicates needs to Aurora Facilities management new needs as they arise
• Provides phone coverage
• Supports Care Coordination activities, including assisting with activities such as site visits, health fairs, Advisory meetings, etc.
• Supports special projects and activities, as needed
• Tracks special project spending, such as wellness dollars, building projects, etc.
• Serves as the point of contact for vendors and signs for vendor deliveries
• Maintains accounting ledger for local office transactions and tracks invoices
• Tracks, schedules, and reconciles medical transportation
• Compiles monthly reports, such as Health Center Billed costs, Ultrasound/X-Ray utilization, and satisfaction surveys
• Maintains files for the Atlantic City office – contracting, vendors, pilot programs
• Arranges travel for any Atlantic City employee
• Completes expense reports and petty cash reports
• Assists the Director to arrange for approved office social events
• Generates and files departmental correspondence, reports and meeting materials

Operational Responsibilities (40%)

• Coordinates building-related maintenance needs
• Serves as the point-of-contact for third-party vendors and supports RFPs, proposals, contracts, building signage, certificates of insurance, as assigned
• Confirms with vendors annual holiday schedules, provides to Vineland (Property Manager) as they coordinate security guard schedules
• Creates and posts signage for building holiday closures
• Assigns security access to building staff including swipe badges created by IT, keys, alarm codes, and parking
• Serves as backup for intrusion alarm response
• Oversees business units for the building and handle demand and supply planning, forecasting, inventory, new program launches, and business planning
• Ensures security guard schedule for the building and communicates security needs for both guards and internal security vendor
• Gathers incident reports, including video recording, file in a secure shared location
• Supports IT on building-related IT work orders and serves as a backup for IT
• Supports incident reports, including video recordings, filing in a secure shared location, etc.
• Oversees and directs all building and property issues in the building and Health Center
• Works with our leasing agency, Aurora Facilities & Office Services, and Capital Real Estate Partners (the Fund's vendor for property management) to identify and mitigate building issues and maintenance needs
• Partners with Aurora HR, Facilities & Office Services Property Management, and Capital Real Estate Partners as the point-person for Workplace Safety programs and initiatives
• Partners with Aurora Facilities & Office Services for office needs (e.g., vendors for services, furniture, supplies, etc.)
• Demonstrates the Fund's Diversity and Inclusion (D&I) principles in their conduct at work and contributes to a safe inclusive culture with equitable opportunities for success and career growth
• Exemplifies the Fund's BETTER Values in contributing to a respectful, trusting, and engaged culture of diversity and inclusion
• Sets goals and achieve measurable results
• Contributes ideas to plans and achieving department and office goals
• Performs other duties as assigned within the scope of responsibilities and requirements of the job
• Performs Essential Job Functions and Duties with or without reasonable accommodation

ESSENTIAL QUALIFICATIONS

MUST BE FULLY VACCINATED FOR COVID-19

Years of Experience and Knowledge

• 7 ~ 10 years of related experience minimum
• Working knowledge and experience in filing, generating correspondences, and managing meeting and travel arrangements
• Experience in preparing meetings materials and meeting minutes
• Experience in daily operations management for multi-department building
• Experience in a healthcare environment (e.g., clinic, provider office) preferred

Education, Licenses, and Certifications

• Associate's degree in business, facilities management, healthcare operations, or related field or equivalent work experience required
• Bachelor's degree strongly preferred

Skills and Abilities

• Advanced level Microsoft Office skills (Excel, PowerPoint, Word, Outlook, Teams) strongly preferred
• Experience in software solutions (e.g., A, B, C, D, E) strongly preferred
• Experience creating Excel spreadsheets and reports
• Excellent planning and organizing skills
• Excellent, articulate Communication skills (written and verbal)
• Excellent customer services skills
• Excellent analytical and follow-up skills
• Highly effective interpersonal and team skills
• Ability to perform research, compile data, and accurately report-out
• Ability to track and create reports
• Spanish bilingual preferred