What are the responsibilities and job description for the Administrative Assistant position at Wallace?
Are you a service-oriented Administrative professional who loves the details? Do you enjoy giving back to your community through non-profit work? Do you have experience supporting managers and executives while also maintaining an efficient office environment?
If you’re nodding your head, keep reading to learn more about the Administrative Assistant role with Wallace!
About Us:
At Wallace, we're on a mission to improve the health outcomes of our community. As a not-for-profit Federally Qualified Health Center, we're dedicated to creating a positive impact by delivering high-quality programs based on the best and most progressive practices. We're proud to be deeply rooted in our vibrant, multicultural community, where every individual matters. We believe that true health care extends beyond the confines of an exam room – we're here to support the whole person on their journey to creating a life of good health.
Key Details:
- Title: Administrative Assistant
- Pay: $21 - $27/hour DOE
- Schedule: Part-time (30 hours per week, semi-flexible); hybrid (work from home 1-2 days/week)
- Location: 18633 SE Stark St., Suite 401 – Portland, OR 97233
- Benefits: Medical, Dental & Vision Insurance; Paid Time Off; Short-term & Long-term Disability Insurance; Life Insurance; AD&D Insurance; Flexible/Dependent Care Spending Accounts; 401k Program; Employee Assistance Program
Who You Are:
- You have an associate’s degree, preferably bachelor’s and a minimum of 2 years of experience working in an office environment, preferably in a similar role.
- You love supporting others – not only can you support executives, but you can get down in the weeds setting up all staff meetings.
- You have amazing attention to detail and are organized with your schedules and tasks.
- You have an eye for grammar and can review and edit while also being able to create eye catching flyers.
- You know Microsoft Office Suite including Word and PowerPoint!
- You thrive in a collaborative environment and enjoy working with others.
- You treat confidential information with the utmost care and make sound judgment calls.
Your Role:
As the Administrative Assistant, you will perform administrative duties that help the organization run efficiently. Daily responsibilities include assisting the Executive Assistant and Federal Grants Manager, maintaining office equipment, overseeing administrative processes, and coordinating office events. Duties may also include scheduling appointments, managing office supplies, and special projects.
Here's the list of duties for this role:
Administrative Assistant
- Maintains, files, and retrieves documents and records
- Manage office supplies to ensure the office operates successfully
- Support calendaring for senior leaders as needed
- Act as back up for Executive Assistant duties
- Manage all staff annual documents for signature.
- Assist with registrations for leadership events and scheduling for external meetings.
- Maintain office, including ordering and maintaining supplies
- Proofread grants and meeting minutes
- Prepare flyers (i.e., board recruitment) and send out documents for translation
- Help set up for and attend Board meetings including managing slides and being a backup for meeting minutes
- Help set up for all staff meetings and events including preparing materials
- Manage internal processes such as DocuSign and Health Stream
- Manage employee awards and birthday recognition
- Assist with scheduling and participation in new hire onboarding process
Wallace Team Member
- Suggest procedure updates as needed.
- Maintain strict patient, staff and organization confidentiality.
- Provide excellent customer service to those supported.
- Maintain positive working relationship with all staff in all departments.
- Other duties as assigned.
How to Apply:
Ready to take the leap? If you're excited to join our team, we want to hear from you! Send your resume and a cover letter telling us why you're the perfect fit.
Join us and be part of the team that's truly "together in health."
Let's make a difference and have some fun along the way!
Salary : $21 - $27