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Office Administrative Coordinator

Office Administrative Coordinator*

*Sacramento, CA (On site)

Position Summary

Under the direct supervision of the Chief Operating Officer, the Office Administrative Coordinator will support the organization’s activities and staff.

The Office Administrative Coordinator is responsible for daily clerical tasks, scheduling appointments, planning meetings, managing phone calls and emails, and maintaining office organization. They also provide general support to management, staff, and visitors, develop and maintain filing systems, and create reports and presentations. Their role is crucial in ensuring the smooth functioning of day-to-day office and organizational operations. To be successful in this role, you should have excellent organizational skills along with the ability to prioritize tasks and meet deadlines.

This position is based at Health Access’ Sacramento headquarters. There may be some travel, primarily in the state, to various regional offices and events.

Specific Responsibilities Include

  • Process staff purchase requests and maintaining an inventory database.
  • Organize and maintain databases and files.
  • Support Management in ongoing projects and meetings.
  • Coordinate and manage logistics for organizational events, including board meetings and staff gatherings. Responsibilities include scheduling, preparing materials, securing venues, and coordinating catering.
  • Schedule, plan and execute celebratory activities or cards/gifts for work anniversaries, birthdays, weddings, graduations, and other life events.
  • Schedule meetings, conference calls, and travel for staff members, subcontractors, or volunteers.
  • Offer support for Sacramento headquarters and satellite/home offices throughout California. Address and troubleshoot various office issues, liaise with service providers, and serve as the primary point person for office IT needs.
  • Be responsible for the upkeep of relationships with vendors that provide services to the organization.
  • Complete office administrative tasks, including supply ordering, copying, and filing.
  • Ensure confidentiality and security of proprietary information.
  • Attend and participate in confidential meetings within the Operations team to effectively support the administrative functions of the team.
  • Support contract maintenance.
  • Provide support for our organizational teams, including the California LGBTQ Health and Human Services Network and its programs and partners.
  • Support Chief Operating Officer in developing timelines, workflows, and systems to improve the efficiency of all the departments of the organization.
  • Perform other related duties and projects as assigned by immediate supervisor and senior management.

Fundraising Support

    • Support Executive Team in seeking an ongoing pipeline of potential funders, including foundations, organizations, and individual donors. Utilize and enhance spreadsheet and database tracking methods for effective funder management.
    • Support Health Access California’s annual organizational membership drive.
    • Support Operations team with expansion and maintenance of Health Access California memberships.

Supervisory Responsibilities

    • No supervisory requirements. Depending on experience and desire, you may have the opportunity to supervise interns.

Qualifications & Requirements

  • Bachelor’s degree with major in business, non-profit management, public administration, or other related field preferred; or similar experience providing a reasonably equivalent level of training.
  • Excellent writing, analytical, verbal, and communication skills.
  • At least two years of relevant experience in administrative support and operations, preferably in a nonprofit or social service setting.
  • In-depth understanding of office management and daily operations.
  • Cultural competency to work with diverse California health care consumers. Previous experience working with BIPOC and LGBTQ+ communities is a plus.
  • Strong proficiency in CRM system; prior accounting or grant administration experience preferable.
  • Data entry, bookkeeping and/or billing experience a plus.
  • Excellent proficiency in MS Office Suite, Adobe Acrobat, database software, and internet research skills.
  • Must be able to prioritize multiple projects, meet deadlines, be responsive, and complete administrative functions in a timely and accurate manner.
  • Ability to work independently in a fast-paced environment. Excellent planning, organizational and follow-up skills. Detail oriented.
  • Highly efficient in time management
  • Effectively multi-tasks and establish priorities.
  • Have a valid driver’s license.

Language and Communication Skills

    • Strong verbal and written communication skills.
    • Read and comprehending general instructions, correspondence, and memos.
    • Write professional correspondence and draft development materials.
    • Active listening and analytical approach problem-solving skills.
    • Excellent communication and interpersonal skills to develop strong, positive and productive working relationships both within and outside Health Access.

Work Environment

The noise level in the work environment is usually moderate to loud, as multiple telephone conversations and normal office equipment continue throughout the day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation & Benefits

The anticipated salary range for the Office Administrative Coordinator is $68,000-$70,000. Depending on qualifications, a successful candidate can be hired above or below this range.

Benefits Include

    • Health, vision, and dental insurance with premiums 100% paid by Health Access for employee and dependents
    • Wi-Fi, phone, and parking reimbursement
    • 401(k) retirement plan with 8% employer contribution
    • 10 paid vacation days within the first year, 3 personal days, 12 days of sick time, and 13 paid holidays a year, with an annual office closure during the end of year holidays.
    • Health Access will provide furniture and technology for your home office setup, alongside providing a personal office at the Sacramento location with a window.

About Health Access

A nonprofit organization dedicated to achieving quality, affordable health care for all Californians, Health Access is the state-wide health care consumer advocacy coalition of organizations representing seniors, children, people with disabilities, immigrants, communities of color, health care professionals, people of faith, labor, and working families. For over 30 years, Health Access has been a leader in the state’s health care reform movement, most recently as the lead coalition working to pass, implement, improve and defend the Affordable Care Act in California. Health Access was the leading sponsor of the California HMO Patient Bill of Rights, the Hospital Fair Pricing Act, coverage expansions including opening Medi-Cal to all income-eligible children regardless of immigration status, and best-in-nation consumer protections on timely access to care, surprise medical bills, and prescription drug prices.

Health Access offers a competitive salary with excellent benefits including health, life and disability insurance, 401k savings plan, and a fast-paced but casual work environment.

Promoting diversity is integral to the mission of Health Access. Health Access seeks applicants for all positions without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, gender identity, marital status, veteran status, or physical or mental disability. Health Access embraces equality of opportunity and treatment for all employees in all employment matters.

How to Apply

Please email hajobs@health-access.org and include:

  • “Office Administrative Coordinator” in subject line of email
  • Cover letter
  • Resume
  • Contact information for three references