Senior Administrative Coordinator - Hybrid Sacramento, CA

California Primary Care Association • Sacramento, CA

3d • Hybrid

About The Position

Provide a high level of skilled administrative and communications support to Association departments and assigned staff to ensure effective and efficient operations. The role is responsible for supporting the Legal department.

Requirements

• Strong project management skills, including the ability to identify process improvement opportunities.
• Ability to effectively communicate information, both verbally and in writing. Effective proofreading abilities.
• Ability to work independently, prioritize workload, and meet deadlines.
• Ability to work in a fast-paced, cross-functional team atmosphere.
• Proficiency in Microsoft Office, virtual communication tools, and web-based applications and platforms.
• Demonstrates effective time management, organization, and problem-solving ability, paying high attention to detail.
• Work collaboratively with multi-departmental teams.
• Effective interpersonal and professional skills when engaging with internal staff, Association membership and Board of Directors, vendors, and partners.
• Treat sensitive matters with confidentiality.
• Due to network security and hybrid work this position requires the employee to have a cell phone with a data plan and home internet service, both are reimbursed at a set rate each month.
• All hires are required to maintain residence in California.
• This is a hybrid position with employees coming into the office in downtown Sacramento.
• Hearing and speaking to exchange information
• Operating a computer and other office productivity equipment
• Seeing to read a variety of materials
• Bending at the waist, kneeling, or crouching
• Sitting or standing for extended periods of time
• Lifting objects up to 30 pounds
• Close vision and ability to adjust focus
• Associate degree and two years of advanced administrative support.
• Relevant experience may be considered in lieu of degree requirement.

Nice To Haves

• Experience working in a legal setting is preferred.
• Experience with community health centers, member-driven associations, or non-profit organizations is preferred.

Responsibilities

• Provide high level administrative support in a fast-paced environment.
• Manage the contract review process, including serving as custodian of all pending and executed contracts and other legal documents, manage version control, finalization, execution, and storage of all assigned contracts, review incoming documents/agreements and identify discrepancies from approved contract templates, maintain and share with internal staff standard document templates (e.g., Non-Disclosure and Confidentiality Agreements, Conflict of Interest statements, and Consulting Agreements).
• Assist with the preparation and filing of briefs and other legal documents.
• Create, organize, and assist with managing strategic workplan tracking systems.
• Assist with compiling data and information in various formats including spreadsheets, tables, etc.
• Assist with data validation and cleaning, including identifying missing values, verifying data against other sources, removing duplicate records, and correcting formatting and standardizing values.
• Coordinate calendars for multiple staff, including scheduling appointments, on-site or off-site, in-person or virtual meetings, and events.
• Assist with meeting and webinar preparation, including agenda and slide creation.
• Assist with grant deliverables reporting.
• Coordinate logistics for meetings and events, including meetings of Board committees, peer network, task forces, and workgroups, CPCA conferences, and other events. This includes creating events in the Association Management Software, creating and running webinars, updating the website, taking minutes, creating and printing materials, scheduling travel arrangements, facilitating and supporting virtual meeting platforms, sending follow-up materials and information, and providing on-site support.
• Assist in the development and maintenance of information management tools and systems to track information and increase efficiency, including maintaining membership database, calendars, tracking systems (such as SharePoint and Smartsheet), and website.
• Provide backup support to other department administrative staff and reception as needed.
• Other duties as assigned.
• Attend and participate in required Association meetings and events.
• Report regularly to supervisor.
• Occasionally travel a few times a year for conferences, trainings, or meetings by air and ground transportation.
• Other duties as assigned.

Benefits

• Hybrid work schedule (2 days in the office weekly, with an additional in-office day once per month)
• 100% employer-paid medical, dental, vision, life, and AD&D insurance
• 5% employer retirement contribution
• Generous paid time off: 15 vacation days, 12 sick days, 2 floating holidays, plus 18 paid holidays (including a December 24th - January 1st Winter Break)
• Monthly stipends: $50 for cell phone and $50 for internet
• Parking benefits
• Employee Assistance Program (EAP) and voluntary benefits, including pet insurance, Aflac, and FSA options

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree