Administrative Assistant, Part-Time - Care Management Program

For more than 50 years, Wise Healthy Aging has been serving older adults at all stages of their lives. Offering a wide range of services for older adults from pre-retirement through the elder years, we also provide support for caregivers and their families, and work closely with other senior services and community organizations that share our passion and commitment to making a difference in the lives of older adults. Wise Healthy Aging has received numerous designations of excellence from GuideStar, GreatNonProfits, and is nationally certified as a Great Place to Work.

We offer competitive salaries and comprehensive benefits. For staff who regularly work 30 or more hours per week, benefits include employers pays up to 80% of health insurance, 100% company-paid dental, 401(k) plan with competitive employer match, Flexible Spending Account (FSA), optional life and vision insurance, 14 paid holidays plus paid time off (PTO).

I. POSITION SUMMARY:

The Administrative Assistant will perform a variety of administrative and clerical tasks to support the Vice President of Care Management Services. This position will also help the day-to-day operations of the Care Management Program, including, but not limited to, filing paperwork, answering phones, preparing documents, and greeting visitors.

Primary Responsibilities:

Review all closed Care Management (CM) cases, mail out related surveys, and collect and enter all CM surveys into tracking spreadsheets.
Review all closed Peer Counseling (PC) cases, mail out related surveys, and receive and enter all surveys into tracking spreadsheets.
Assist VP in fieldwork community presentations – scheduling, reviewing, and entering all related surveys into the tracking spreadsheet.
Prepare each presentation material set up with the related topic and for team meetings. Review and update PowerPoint presentations
Deliver CM community outreach materials to community partners, including libraries, faith-based organizations, clinics, and parks and recreation locations
Develop and maintain filing systems
Assist with data management and running reports.
Maintain up-to-date records for volunteers.
Prepare volunteer hours for submission to the Finance Department.
Run business-related errands outside the office as assigned.
III. OTHER RESPONSIBILITIES

Due to changing program demands, funding source expectations, and/or changes in agency policy, as assigned, all staff may be expected to perform other duties.




IV. POSITION QUALIFICATIONS

Educational Requirements

High school graduate or GED required; some college or degree preferred.
Experience

Minimum of two years of related experience in a similar role.
Demonstrated proficiency in Microsoft Office software programs, including Word, Excel, and PowerPoint, is required.
Bilingual Language

Ability to speak, read, and write in a second language (in addition to English) is preferred.
Other Requirements

Ability to communicate effectively in writing and orally.
Excellent organizational, interpersonal, and telephone skills.
Ability to interface and relate well with all levels of staff and the public.
A Clear Livescan background check is required throughout employment and as a condition for continued employment.
Valid California driver’s license (must show proof of valid car insurance throughout employment and as a condition for continued employment).
V. WORK ENVIRONMENT

The position is based in the Santa Monica office of Wise Healthy Aging. It may require travel to community agencies and partners in and around the City of Santa Monica. The agency is headquartered in Santa Monica, California.

The employee may be expected to maintain office equipment.
The employee must be able to lift 50 pounds. Read more