Reports to: Executive Director Effective Date: January 2011
Location: San Diego, CA FLSA Status: Non-exempt, Full-time
GENERAL PURPOSE OF THE JOB Provides administrative, clerical, and database support.
SUPERVISORY RESPONSIBILITIES The Senior Administrative Assistant has no direct reports.
ESSENTIAL DUTIES AND RESPONSIBILITIES • Ensure smooth daily running of the office and maintenance of common work areas: track and order office supplies, handle mail postage and shipping, schedule conference and visitor rooms, coordinate meetings, update security system, maintain current office forms, guides, manuals, agency informational packets, etc.; monitor office equipment. • Maintain multiple databases (including PeopleTrak, HOMS, ACCESS, and Anasazi) and general filing systems; update and maintain clinical contractors’ and interpreters’ personnel files; track and prepare for agency speaking engagements. • Answer main office telephone line and address appropriate voicemails; maintain agency’s general email account; disperse faxes and respond to incoming correspondence where appropriate; welcome clients and visitors, handle general initial inquiries regarding agency. • Support board of directors: prepare for, attend and take/compile minutes at all board meetings, prepare and distribute documents for board members. Administer, manage and trouble-shoot SharePoint software. • Support Executive Director with administrative tasks; take and compile minutes for all staff meetings and monthly meetings with San Diego County HHSA; assist with preparation of County Monthly Status Reports; review and report on clinical exclusions and disbarments; act as point of contact for LiveScan documentation; coordinate appointments between government entities and contractors. • Assist with special projects and other duties as needed by supervisor.
MINIMUM QUALIFICATIONS • Excellent organizational, verbal and written communication skills. • Solid computer and data entry skills, including thorough knowledge of Microsoft Office Suite; database administration skills (may be tested for accuracy and speed). • Comfortable working with limited English-speaking clients of diverse ethnic backgrounds. • Ability to work independently and as a team member. • Strong commitment to the mission of Survivors of Torture, International.
APPLICATION PROCEDURES To be considered for this position, please send a detailed cover letter, resume and salary requirements in confidence to: E-mail: (See above)