||A. JOB PURPOSE:This position provides program assistance, office management, and clerical duties for the Community Health and Education Department. The Grants Administrative Assistant is responsible for fiscal management and fiscal reporting for all grants awarded to the HealthySV Coalition, the local Healthy Maine Partnership, and other grants awarded to SVH as assigned. This position will work closely with the Coalition staff to build and nurture community partnerships necessary to implement prevention and health promotion strategies. The Grants Administrative Assistant will also provide office management and clerical duties for the Diabetes and Nutrition clinic. This position is grant funded.B. JOB RESPONSIBILITIES (Essential Job Functions):· Prepare financial reports for all grants assigned in accordance with the contract(s).· Ensure appropriate documentation of grant and department expenditures and contracts to meet auditing standards.· Maintain department files, resource books and office supplies.· Serve as the Secretary for the HealthySV Coalition, distributing meeting agendas and preparing meeting minutes.· Serve as the front line contact for the Department, and as a liaison within the community, state and SVH. Assist with the coordination of community volunteers, coalition meetings and community events. · Assist with the development and dissemination of promotional and educational materials for the HealthySV Coalition.· Create and maintain Department databases.· Provide administrative assistance to the Diabetes & Nutrition Clinic to include receipt of participant referrals; prepare participant medical records, prepare and distribute appointment reminders; confirm group session appointments; assist with program database; order office and patient supplies; attend staff meetings and Diabetes Self-Management Education Program Advisory meetings.· Utilize seminars and educational opportunities to remain current in profession. Complete Annual In-service requirement.· Maintain a safe environment which includes knowing and understanding hospital and departmental policies and procedures.· Report and directly address identified environmental hazards when appropriate.· Report and directly address violations of patient safety policy and/or protocol when involved or observed.· Other duties as requested by Manager.C. MINIMAL QUALIFICATIONS:Education: High School Graduate plus two year Secretarial/Business SchoolExperience: 3+ years secretarial experience required. Grant and budget preparation highly preferred. Previous experience with state grants, community based organizations and event planning desired.Training: Typing of 50+ words per minute. Excellent computer skills including Microsoft Word and Excel. Knowledge of database (ACCESS) and PowerPoint preferred. Email and Internet knowledge needed. Outstanding written, oral and interpersonal skills a must!Licensure: Driver's License RequiredD. JOB COMPETENCIES (Include Age Specific requirements for clinical workers):· Strong organizational skills. · Ability to prioritize work and handle multiple tasks.· Customer service orientation with strong telephone aptitude.· Collaborative team player. Ability to work with diverse community groups and people.· Ability to work independently.· Good follow up of work assigned and follow through on commitments made· Adaptable to changing workflow and environment. · Willing to learn and a focus for continuous self improvement· Able to make suggestions on workflow and system efficiency and effectiveness· Sense of humor balanced with strong work ethic· Computer software expertise – Word, Excel, PowerPoint, Access· Financial aptitudeE. CONTACTS:Reports to: Director of Community Health and Education Coordinator Diabetes and Nutrition ClinicDirects Work of Others: May oversee volunteer projectsF. AMERICANS WITH DISABILITIES ACT REQUIREMENTS:Environmental Demands: Long periods of VDT exposure. Proper office ergonomic mechanics. Work may be repetitive and should alternate to avoid injury.Physical Demands: The ability to sit for long periods of time. Lifting up to 25 pounds. Ability to travel and drive locally and to access various hospital and community locations.Mental Demands: Fast paced and stressful environment. Ability to deal with multiple interruptions. Pressure to meet deadlines (sometimes with short lead time). Reading various handwriting. Ability to maintain pleasant customer relations. Changing expectations and focus as initiatives evolve. Ability to work independently. Manual Dexterity Required: Eye/Hand Coordination. Able to perform multiple tasks in short time.G. AMERICANS WITH DISABILITIES ACT STATEMENT:External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job functions (listed within job specific responsibility) either unaided with the assistance of a reasonable accommodation to be determined by the organization on a case-by-case basis.I can perform all essential duties and functions of this position, with or without reasonable accommodations
Equal Opportunity Employment
We are an equal opportunity, affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability status, gender, sexual orientation, ancestry, protected veteran status, national origin, genetic information or any other legally protected status.