Job Description

Job Location: Los Angeles, CA 90026 Fully Onsite Classification: Non-Exempt, Regular Full-Time, 40+ Hours Salary Range: $25-$30 DOE/DOQ

 

POSITION SUMMARY

The Medical Executive Assistant will report directly to the Chief Medical Officer (CMO). The Executive Medical Assistant will be a dynamic and self-motivated individual able to provide administrative support and coordination to the Chief Medical Offer (CMO) of United American Indian Involvement, Inc. (UAII). In addition, the Medical Executive Assistant will also serve as a liaison to the Senior Leadership Team and participate in the organization of large UAII community activities with other UAII administrative and operations staff. The Medical Executive Assistant must enjoy working in a fast space environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Medical Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

 

ESSENTIAL DUTIES, FUNCTIONS & RESPONSIBILITIES

● Complete a broad variety of administrative tasks for the CMO including: managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging agendas; and compiling documents for meetings

● Plan, coordinate, and ensure the CMO's schedule is followed and respected

● Write and distribute communications on behalf of the CMO to internal and external audiences

● Maintain working knowledge of relevant UAII policies and procedures, and Federal, State, and Local compliance protocols as they pertain to the scope of work of the CMO

● Submit requests for purchase orders, check requests, and reconciles credit card receipts in a timely manner

● Coordinate meeting logistics, including: securing room, AV support, catering, even materials, meeting set-up, contract/payment processing as needed, management of minutes, and other related activities

● Research, prioritize, and follow up on incoming issues and concerns addressed to the CMO including those of a sensitive or confidential nature determining an appropriate course of action, referral, or response

● Provide a bridge for smooth communication between the CMO and other departments, demonstrating leadership to maintain credibility, trust, and support with the Senior Leadership Team UAII staff, and clients

● Work closely and effectively with the CMO to keep them well informed of upcoming commitments and responsibilities, following up appropriately, acting as a "barometer," having a sense of the issues taking place in the environment and keeping the CMO updated

● Successfully completes critical aspects of deliverables with a hands-on approach, including drafting memos, and emails, updating policies and procedures, and other tasks that facilitate the CMO's ability to lead effectively

● Participate in audit preparation as needed

● Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures

● Collaborate with other departments on special projects and events as needed

● Other duties as assigned by the CMO supporting the community clinic and other department personnel

 

MINIMUM QUALIFICATIONS

Qualifications:

● Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

● Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners

● Expert-level written and verbal communication skills

● Demonstrated proactive approaches to problem-solving with strong decision-making capability

● Resourceful team-player, with the ability to also be extremely effective independently

● Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

● Demonstrated ability to achieve performance goals and meet deadlines in a fast-paced environment

● Actively seeks opportunities and proposes solutions

● Able to follow directions and use sound judgment when clear direction is unavailable

Education & Experience:

● Bachelor's degree and two years of Administrative Assistant Experience or

● Five years of Administrative Assistant Experience (preferably in medical environment)

Certifications:

● A plus but not required

Confidentiality:

● Maintain strict confidentiality of client and personnel information adhering to HIPAA, professional codes of conduct, State of CA regulations, Privacy Act, and UAII policies and procedures

● This position has access to sensitive information, and a breach in confidentiality will be grounds for disciplinary action up to and including immediate termination

Communication/Interpersonal Skills:

● Possess the ability to communicate with others in a courteous and professional manner

● Proficient in English

Technology Skills:

● Highly proficient in Google Suite (docs, sheets, slides, mail, calendar, forms)

● Proficient in Microsoft Office (Word, Excel, PowerPoint, etc.)

● Proficient in Adobe Acrobat and Social Media Platforms

● Working knowledge of CANVA

● Ability to set-up virtual meetings through Zoom or Google Meets

Other:

● Available to attend UAII organizational and community events as directed by the CMO

● Available to work evening and weekend hours as needed

● Have own transportation to run errands and attend offsite events or meetings as directed by the CMO

● Willingness to learn new skills and participate in training sessions relevant to the position

● Demonstrate the ability to exercise a high level of judgment, accept supervision, and exercise a high level of accuracy and organization

 

POSITION PREFERENCES

● Experience working with the American Indian/Alaskan Native community

● Experience working with nonprofit organizations, community groups, and performance-based government contracts.

● Knowledge of the Indian Self-Determination and Education Assistance Act (Public Law 93-638)

● Administrative work experience

 

OTHER EMPLOYMENT REQUIREMENTS

● Eligibility to work in the US

● Fingerprint clearance

● Pass a post-offer drug test

● Negative TB test result (annual requirement)

● Prove of vaccination against the flu (annual requirement)

● Prove of full vaccination against COVID, including the latest Booster

● Valid CA driver's license

● Maintain auto insurance coverage

 

BENEFITS

UAII offers a comprehensive and robust benefits package that includes:

● Medical, Dental, Vision

● Voluntary Accident, Critical Illness, Hospital Indemnity Insurance

● Company-paid Short-Term & Long-Term Disability

● Company-paid Basic Life Insurance and AD&D

● FSA Medical and Dependent Care

● 403(b) Retirement Plan with Employer Match

● LegalShield

● TotalCare Employee Assistance Program

● 12 Vacation Days (first year)

● 13 Paid Holidays

● 3 Personal Days

● 7 Sick Days

● Bereavement and Jury Duty paid leave

● Employee Wellness Program

Disclaimer: This position description has been designed to indicate the general nature and work performance of employees in this position. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. Employees will be asked to perform other duties as needed.

Company Description

United American Indian Involvement, Inc., (UAII) Established in 1974, is a 501(c)3 private, non-profit organization offering a wide array of health and human services to American Indians/Alaskan Native (AIAN) living throughout Los Angeles County. UAII has grown from a small community-based organization providing social services to AIAN living in the Skid Row area within the City of Los Angeles, to a multidisciplinary comprehensive service center meeting the multiple needs of AIAN countywide. An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran status and will not be discriminated against on the basis of disability.