RESPONSIBILITIES/DELIVERABLES/JOB DUTIES
Organizing and managing the daily administrative operations of the organization
Scheduling and coordinating meetings, appointments, and events, both internal and external
Managing correspondence, emails, and phone calls, responding to inquiries, forwarding messages and following up on requests
Maintaining accurate and up-to-date files and records, both electronically and in hard copy
Creating and editing documents, presentations, and reports using Microsoft Office Suite and other software programs
Data entry and maintaining databases, ensuring accuracy and completeness of information
Assisting with budget tracking, invoice processing, and other financial tasks as required
Coordinating and facilitating travel arrangements for staff members
Maintaining confidentiality and sensitivity when handling sensitive or confidential information
MANAGER RESPONSIBILITIES
No
FISCAL RESPONSIBILITY (general)
No
PROBLEM SOLVING
The Administrative Assistant II will need to have strong problem-solving skills and be able to identify and resolve issues independently. They should be proactive and able to anticipate potential issues before they arise, and they should have excellent judgment to determine when to escalate issues to their supervisor or other team members.
INDEPENDENCE OF ACTION
You will need to be able to work independently with minimal supervision, taking initiative to prioritize and manage their workload effectively. They should be able to handle confidential information and sensitive situations with discretion and good judgment.
KNOWLEDGE & APPLICATION
You will have a solid understanding of administrative and clerical procedures, including office management, record-keeping, and data entry. You should be proficient in using Microsoft Office Suite and other software programs, including spreadsheets and databases. You should have excellent communication skills, both written and verbal, and be able to interact professionally with a wide range of individuals, including staff members, donors, and external stakeholders.
ADDITIONAL SKILLS & QUALIFICATIONS
Experience in an administrative support role, preferably in a healthcare or public health setting
Proficiency in Microsoft Office Suite and other software programs, including spreadsheets and databases
Excellent organizational skills and attention to detail
Strong communication and interpersonal skills
Ability to prioritize and manage multiple tasks simultaneously
Ability to work independently with minimal supervision
Ability to maintain confidentiality and handle sensitive information with discretion and good judgment
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