Job Details

Kheir Administrative Assistant- Administration Department

Administrative Assistant- Administration Department
Full-Time, Non-exempt Position

MISSION
Kheir's mission is to increase and provide access to culturally and linguistically-sensitive quality
primary healthcare andhuman services support to the underserved and uninsured residents of
Southern California.

SUMMARY
The Administrative Assistant plays a vital role in supporting the Administration Department,
encompassing a wide range of responsibilities. Key duties include managing the administrative
calendar and correspondence, facilitating effective communication among clinic staff, providers, and
managers, and fostering strong relationships with the administrative office, board members, and other
key stakeholders. In addition, the Administrative Assistant will create reports and presentations to
support the clinic office and staff team, prepare for staff and board meetings, and assist in organizing
large-scale events for personnel. This role also involves managing both paper and electronic records,
as well as completing various projects as assigned. The Administrative Assistant will proactively
address and resolve any day-to-day issues that may arise, ensuring the smooth operation of the
department.

MINIMUM QUALIFICATIONS
• Bachelor's Degree required
• At least 2 years' experience as Administrative Assistant, preferably in a professional healthcare

environment.
• Maturity and ability to work with difficult people & situations.
• Ability to follow and provide detailed instructions.
• Excellent written and verbal communication skills.
• Project management experiences a plus.
• Strong sense of judgment, discretion, and confidentiality.
• Ability to quickly learn new healthcare programs as needed.
• Strong knowledge of MS Office software (Word, Excel, PowerPoint & Outlook).
• Exceptional attention to detail & accuracy, including proofreading skills.
• Ability to prioritize duties, multi-task in a fast-paced environment, and apply common sense

when carrying out duties.
• Subject to a background check and sign confidentiality disclosure.

ESSENTIAL JOB FUNCTIONS
Administrative
• Provide comprehensive reception, telephone, and administrative support to the

Administration Department and overall office operations on a daily basis.
• Assist in the planning and execution of program events and meetings.

Kheir Administrative Assistant- Administration Department

• Oversee the Administration Department's budget records and manage payment requests
efficiently.

• Maintain confidential files with the utmost discretion.
• Draft professional correspondence for communication with staff and vendors.
• Create and design communication materials for both internal and external stakeholders.
• Manage vendor services effectively to ensure smooth operations.
• Act as a liaison between department heads to facilitate collaboration.
• Update, organize, and maintain both electronic and physical filing systems for client and

administrative records.
• Perform general clerical duties, including photocopying, faxing, mailing, filing, office

organization, and various errands as required.
• Execute hospitality duties, such as greeting guests, arranging site visits, and providing

"gatekeeper" support for the clinic office.
• Other duties as assigned.

Development
• Contribute to the planning, organization, and implementation of special events, meetings, and

fundraising campaigns.
• Assist in enhancing program capacity as directed by leadership.
• Conduct thorough internet research on diverse topics and processes to support development

initiatives.

KEY RESULTS
• Optimize the time of Senior Leadership by effectively screening and prioritizing appointment

requests.
• Take ownership of calendar management, demonstrating excellent communication skills while

coordinating meetings for the Executive office, management, staff teams, and the board.
• Arrange necessary amenities for meetings to enhance the experience.
• Support the preparation and review of reports, presentation materials, and other documents,

including agendas, minutes, and thank-you notes, while maintaining confidentiality where
appropriate.

• Successfully prioritize and manage multiple projects simultaneously to ensure timely
completion and high-quality outcomes.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting
and moving of office materials weighing 25 pounds or less. The position requires daily use of a
company provided computer and requires entering, viewing, and revising text and graphics on the
computer terminal and on paper. The position requires occasional travel to attend on- and off-site
meetings.

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Kheir Clinic provides equal employment opportunities (EEO) to all employees and applicants for employment without
regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements,

Kheir Clinic complies with applicable state and local laws governing nondiscrimination in employment in every
location in which the

Kheir Administrative Assistant- Administration Department

company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring,
placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Kheir Clinic will consider for employment all qualified Applicants, in a manner consistent with the requirements of
applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Please note that this job description is subject to change to meet the needs of Kheir Clinic.