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SMU-Administrative Assistant IV (Oakland Campus)

Company: Sutter Health
Location: Oakland
Posted on: July 14, 2019

Job Description:

Position Overview: Job Summary: Supports the Office of Diversity and Inclusion (ODI) and Ethnic Health Institute (EHI) serving as a confidential administrative assistant and providing administrative and organizational support to the ODI and EHI. Oversees the general functioning and organization of the ODI and EHI and coordinates the community outreach calendar efforts and activities, and recommends and initiates policies and procedures to enhance the efficiency and effectiveness of the Office and implements the decisions. Collaborates with all academic and administrative units and assists students and faculty as necessary. Duties and Responsibilities: An asterisk () denotes an 'essential job function' for ADA purposes. Time Allocated - 45% Provides administrative support for the ODI and EHI by maintaining calendars, creating reports, maintaining filing system, drafting correspondence, making travel arrangements, handling general office tasks and organizing daily meeting folders and appointments, coordinating university-wide meetings, which includes, but is not limited to recording, preparing and distributing agendas and minutes as well as generating any necessary documents regarding follow-up and actions taken. Coordinates events for the ODI and EHI and designs and oversees the and production of event flyers and brochures for programs. Develop and maintain Office database. Provides support to the ODI and EHI with the creation of proposals and presentation material to promote initiatives in the ODI and EHI, including preparing handouts, articles, and other relevant information. Time Allocated - 15% Coordinates budgets and grant awards funded through the ODI and EHI, including, but not limited to processing purchase orders, requisitions, check requests, requisitions, requests for disbursement, and monitoring and reporting expenditures. Time Allocated - 5% Works collaboratively with appropriate Offices to gather data and compile survey results to assist the ODI and EHI in generating institutional reports and documents for accreditation and on-going evaluation of diversity efforts at Samuel Merritt University, including, but not limited to board reports, Diversity Plan updates, and WASC reports and EHI Strategic Plans. Time Allocated - 10% Supports the development and maintenance of the diversity website. Represents the ODI and EHI and the Office of the President with professionalism and confidentiality in all situations, including interfacing with all internal and external campus constituencies. Time Allocated - 10% Coordinates community outreach events and activities, schedules events and maintains calendar. Solicits and organizes volunteers to attend events. Oversees outreach event, set up and break down. Implements all outreach and marketing activities, campaigns, and strategies to promote Diversity & Inclusion. Establishes and maintains effective relationships with local, state, and federal agencies, employers, and other parties. Time Allocated - 5% Coordinate the President Ambassador program; Coordinate the Ambassador volunteers by submitting the request, via email from Faculty, Staff, SMU Departments/Organizations and External Organizations and creating spreadsheet for signage request. Interview, train, and supervise Work-Study students. Assign projects as needed. Performs other duties as required. Qualifications: Skills and Abilities: Proficient with Word, Outlook, Excel, PowerPoint and Access Ability to assist in budget development and preparation with responsibility for generating supporting documentation for administrative activities. Demonstrated ability to handle privileged information in a confidential manner. Excellent oral and written communication skills and ability to effectively and quickly organize thoughts and communicate clearly with faculty, students and public. Tact, discretion, problem solving skills, and the ability to work as a team player are required. Education and/or Experience: High School diploma required; Bachelor's Degree preferred. Minimum of three years of broad experience with increased responsibility as administrative support in a fast-paced, multi-task environment, requiring a high degree of accuracy and independent activity, preferably in an academic environment. Experience working within a diverse environment. The University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment, and acknowledge that diversity is an educational imperative to achieve excellence. Organization: Samuel Merritt University Employee Status: Regular Employee Referral Bonus: No Benefits: Yes Position Status: Non-Exempt Union: No Job Shift: Day Shift Hours: 8 Hour Shift Days of the Week Scheduled: Monday-Friday Weekend Requirements: Other Schedule: Full Time Hrs Per 2wk Pay Period: 80 Skills and Abilities: Proficient with Word, Outlook, Excel, PowerPoint and Access Ability to assist in budget development and preparation with responsibility for generating supporting documentation for administrative activities. Demonstrated ability to handle privileged information in a confidential manner. Excellent oral and written communication skills and ability to effectively and quickly organize thoughts and communicate clearly with faculty, students and public. Tact, discretion, problem solving skills, and the ability to work as a team player are required. Education and/or Experience: High School diploma required; Bachelor's Degree preferred. Minimum of three years of broad experience with increased responsibility as administrative support in a fast-paced, multi-task environment, requiring a high degree of accuracy and independent activity, preferably in an academic environment. Experience working within a diverse environment. The University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment, and acknowledge that diversity is an educational imperative to achieve excellence.

Keywords: Sutter Health, Oakland , SMU-Administrative Assistant IV (Oakland Campus), Administration, Clerical , Oakland, California

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