Heluna Health invites applicants for the position of Administrative Assistant. This person will report to the Operations Supervisor and support the daily and ongoing operations requirements for the San Francisco Homeless Outreach Team (SFHOT). This position will serve as an in office support staff. Office management tasks to include: records management, scheduling, internal/external communication with HSH, and local vendors. The incumbent will support supervisory staff and assist with human resources, program planning and operations.
Support Operations Supervisor, Operations Coordinator, HR and other Heluna Health SFHOT supervisors.
Manage and maintain program’s electronic share drive.
Update policies and procedures as directed by Program Director.
Maintain staff logs of attendance for all staff meetings and trainings.
Attend section staff meetings and maintain minutes and notes.
Maintain staff logs for TB testing and flu vaccinations.
Manage electronic conference room bookings for SFHOT administrative staff.
Update and catalogue program documents and forms; i.e. sign-in sheets, staff telephone directory, etc.
Assist with new staff onboarding by requesting computer access, e-mail address and badge building access.
Process staff off-boarding by requesting de-activation of badge, e-mail and computer access.
Participate in emergency management for the facility.
Assist/Support Operations Team with facility work orders.
Assist/Support Operations Team with supply orders.
Manage and track distribution of staff uniforms.
Assist Operations Coordinator with vehicle pick up and drop off when necessary.
Oversee and manage all special events for the SFHOT team including internal and external event planning and coordination.
Manage GRM log of close client files.
Maintain inventory of staff lockers.
Assist with monthly clipper card request and online registration.
Perform other duties as assigned.
High School diploma
Proficiency with MS Office (Word, Excel, PowerPoint), Office 365, and Google Docs
Excellent oral and written communication ability
Desire to serve local homeless population
Ability to work both independently and cooperatively in a collaborative setting with a culturally and ethnically diverse staff and client population
Good oral communication skills
Excellent and courteous follow-up, communication and empathy for clients, staff and professionals
Great attention to detail is needed to ensure all issues reported to the front desk are documented and addressed in a professional and timely manner
Demonstrated ability to multi-task and meet deadlines
2+ years of College completed
Basic knowledge of public health
1+ years of experience in a non-profit health care or social work office environment working with homeless population
Stand = Frequently
Walk = Frequently
Sit = Frequently
Handling / Fingering = Occasionally
Reach Outward = Occasionally
Reach Above Shoulder = Occasionally
Climb, Crawl, Kneel, Bend = Occasionally
Lift / Carry = Occasionally - Up to 50 lbs
Push/Pull = Occasionally - Up to 50 lbs
See = Constantly
Taste/ Smell = Not Applicable
Not Applicable: Not required for essential functions
Occasionally: (0 - 2 hrs/day)
Frequently: (2 - 5 hrs/day)
Constantly: (5+ hrs/day)
General Office Setting, Indoors, Temperature Controlled
Heluna Health reserves the right to revise job descriptions or work hours as required.
The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. Essential job duties are intended to describe those functions that are primary to the performance of this job. Other job duties include those that are considered secondary to the overall purpose of this position.
This position description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested by the supervisor and management.
All qualified applicants will be considered for this position in accordance with the San Francisco Fair Chance Ordinance.
Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.
High School or better
Some college or better
Team Player: Works well as a member of a group
Enthusiastic: Shows intense and eager enjoyment and interest
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization