POSITION SUMMARY:
The Grants Program Assistant provides administrative and project management support to the organization's various grant-supported programs in areas of correspondence, policies and procedures, data collection and reporting, clerical duties (filing, copying, etc.) and other interdepartmental communications. The Grant Program Assistant is under the supervision of the Grants Manager.
MINIMUM REQUIREMENTS:
- Bachelor's degree with 6 months of administrative assistance experience; AA degree with 4 years of administrative assistant experience, or 4 years of administrative assistant experience 2 years of which must be at the executive management level with preference for experience in health care facilities.
- Ability to word process at 55 wpm.
- Advanced knowledge of word processing and forms development software such as MS Office and Internet; ability to navigate Internet and online research.
- Ability to communicate effectively in English, both written and verbally
- Commitment to work collaboratively and in a dynamic environment towards CMC's mission and goals.
- Ability to multitask
- Valid California Driver's license, proof of insurance and personal transportation
- Listens skillfully and displays a willingness and ability to acknowledge the needs, expectations and values of others through the use of reflective listening and empathy conveyance. Responds to needs in ways that are helpful and beyond expectation.
- Consistently adheres to and/or exceeds CMC's communication guidelines and expectations with patients, peers, and supervisors
- Communicate effectively by using welcoming words, proper tone of voice, appropriate body language, eye contact and smiling with every interaction
- Ability to provide excellent customer service that is reflective of a culture that values trust and respect
SPECIFIC DUTIES:
- Maintains lines of communication and respond to inquiries/requests internally and externally regarding program responsibilities
- Audits records and document audit results
- Collects, enter, and analyze data for grant-funded and internal projects
- Conducts program-related research
- Procures, organizes and maintains program-specific materials and supplies
- Maintains and organizes program-specific materials
- Completes program plans and progress reports; and proofreads all written materials before submission for signature
- Maintains program filing systems and data collection records for budgets as required by various programs
- Communicates program requirements as needed to various CMC staff and leadership
- Acts as liaison between CMC and various outside program personnel
- Perform other duties as assigned
PERFORMANCE REQUIREMENTS
Knowledge, Skills, and Abilities
- Knowledge of organization policies, procedures and systems
- Knowledge of office management practices
- Knowledge of clerical procedures
- Knowledge of medical terminology
- Knowledge of basic mathematics to make calculations, balance and reconcile figures
- Review and edit reports and correspondence
- Ability to proofread written materials to identify errors in punctuation, spelling and grammar
- Ability to prioritize and maintain adequate progress of work on assignments and projects
- Ability to plan, organize, and complete work rapidly and efficiently
- Ability to handle difficult situations with minimal instructions
- Ability to compose correspondence based on policy, protocols, procedures and guidelines
- Ability to keep complex records and prepare reports
- Ability to interact with the public and physicians in situations requiring tact, diplomacy and poise
- Ability to schedule meetings and conferences and coordinate appropriately with all parties
TYPICAL PHYSICAL DEMANDS:
Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier,
telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. Requires lifting papers or boxes up to 25 pounds. Requires dexterity to word process at 55 wpm.
TYPICAL WORKING CONDITIONS:
Work is performed in an office environment. Involves frequent contact with staff and the public. Work may be stressful at times. May be required to work evenings and/or weekends.
