Overview
Administrative Support Assistant III – Schizophrenia Research Jobs in Orangeburg, NY at Nathan S. Kline Institute
Job Summary:
This position provides a wide range of clerical and administrative support to the CEO and the Healthy Petaluma District and Foundation Board of Directors. In the capacity as Board Clerk, responsibility includes preparation and distribution of agendas and minutes of the board and various committees, appropriate notifications to the media, thorough understanding of the Brown Act, and knowledge of proper procedures for conducting business of the board. As Assistant to the CEO, prepares and coordinates administrative policies, maintains meeting schedule and coordinates calendar, prepares various reports and manages data and information, and plans, prepares and distributes materials for District Board meetings.
Core Values:
Collaboration: Demonstrates teamwork and recognizes the ability to achieve our mission and vision is a shared responsibility.
Dignity: Demonstrates respectful communication in all interactions, strives to understand and incorporate diverse people and viewpoints.
Excellence: Demonstrates high standard of performance and seeks excellence through continuous quality improvement. Supports culture of trust and promotes growth by providing feedback and recognition of others.
Innovation: Demonstrates openness to new ideas and makes recommendations to change processes to improve efficiencies and effectiveness.
Integrity: Demonstrates open and honest communication and adheres to the highest ethical standards.
Social Justice: Demonstrates commitment to the health and wellbeing of others and advocates for those who are most vulnerable or in need.
Essential Functions:
1. Serves as a primary point of contact for public and responds to requests for information. Provides visitors with a warm welcome and directs them appropriately. Is courteous and effectively deals with the public assuring a positive public image. Demonstrates sound understanding and commitment to the District’s mission, vision and core values.
2. Set up Board and Staff meetings via zoom and/or Microsoft teams and serves as a resource for team members in offering virtual meeting participation. Organizes equipment for meetings/presentations to the Board and Committees and secures appropriate locations utilizing outside vendors when necessary.
3. Prepares materials for the Board of Directors. Distributes meeting announcements, assists with meeting arrangements and minutes, as required. Provides support to Board Committees producing neat and visually appealing documents in a timely manner. Proofreads written material to ensure accuracy. Keeps supervisor informed of needs and adheres to regulatory requirements for a Public entity.
4. Demonstrates teamwork, cooperation, and professionalism in all interactions with Board members, stakeholders and fellow staff. Presents self, position and organization positively in all activities and settings. Demonstrates enthusiasm, excellence and commitment.
5. Works closely with the CEO, providing basic administrative and office support, including, but not limited to, coordinating key community events.
6. Evaluates and improves processes as needed by implementing and supporting change.
7. Actively participates as an assistant to Board Committees and a member of staff committees.
8. Meets deadlines, maintains timelines, and seeks direction and support from supervisor when needed.
Other Duties As Assigned:
· Attend occasional off site community events to support community partners and/or share information about Healthy Petaluma
· Other administrative duties
Knowledge / Skills / Abilities:
· Excellent customer service, public relations and administrative skills with the ability to resolve issues in a professional manner.
· Self-directed with high degree of discretion, good judgement and integrity.
· Excellent problem solving and organizational skills with the ability to handle multiple priorities and shift as priorities change to meet deadlines.
· Excellent verbal and written communication skills.
· High attention to detail, accuracy and follow-through with tasks to completion.
· Ability to handle confidential information.
· Extensive computer and research skills and the ability to multi-task.
· Word processing, Excel, Outlook, Power Point.
· Type 60+ WPM
· Working knowledge of Brown Act
· Ability to operate office equipment, including copiers, printers, fax machines, video conferencing, set up and facilitate Zoom/Microsoft Teams meetings
· Experience in event coordination preferred
Information Management:
· Treats all information and data within the scope of the position w/confidentiality and security.
Risk Management:
· Cooperates fully in all risk management activities and investigations.
Position Qualifications:
· Education: High School Diploma
Experience: Minimum five years secretarial and administrative experience, public relations; public board meeting/support experience is preferred;
· Training: Brown Act, extensive computer skills, word processing, computer programs, knowledge of zoom and setting up virtual meetings.
· License: Must have driver’s license and personal automobile
Environmental Conditions:
· Routine office work. Will need to travel. No specific risks expected. No exposure to blood borne pathogens and minimal exposure to other hazards.
Physical Requirements:
· Ability to arrange tables and chairs for meetings, lift, load, bend and haul items to meeting/forum locations. Subject to prolonged sitting and repetitive movements (ie. data entry). Must be able to visually see, type using a computer, and communicate clearly
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities.
Job Types: Full-time, Part-time
Pay: $30.00 – $40.00 per hour
Schedule:
Monday to Friday
Weekends as needed
Ability to Commute:
Petaluma, CA 94954 (Required)
Ability to Relocate:
Petaluma, CA 94954: Relocate before starting work (Required)
Work Location: In person
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Title: Administrative Support Assistant III – Schizophrenia Research
Company: Nathan S. Kline Institute
Location: Orangeburg, NY
