Administrator Coordinator

Founded in 1887, Dignity Health - California Hospital Medical Center is a 318-bed, acute care, nonprofit hospital located in downtown Los Angeles. The hospital offers a full complement of services including a Level II trauma center, the Los Angeles Center for Womens Health, obstetrics and pediatric services, and comprehensive cardiac and surgical services. The hospital shares a legacy of humankindness with Dignity Health, one of the nations five largest health care systems. Visit https://www.dignityhealth.org/socal/locations/californiahospital for more information.

Provides administrative support to the Director of the Mental Health Task Force with the LA Best Babies Network.

• Routinely prepares correspondence, documents and presentation materials, from rough drafts, and oral instructions, for the LA Best Babies Network Department. Proofreads work to ensure accuracy. Distributes prepared documents or presentations as requested.
  
• Works with the Training and Technical Assistance Team to maintain complete and accurate meeting notes and attendance. Has primary responsibility for distributing meeting notes to overall Network within 10 business days of the meeting.
  
• Maintains calendar of and manages the logistics for all Meetings and Trainings. This includes managing venues, catering, audiovisuals, speakers, conference lines, and preparation of meeting materials. Attends meetings and calls as directed.
  
• Maintains and updates contact information for all the LA Best Babies Network Staff.
  
• Has a primary responsibility of answering phone calls, transferring phone calls to the correct staff members, monitoring and forwarding necessary emails from the main contact email, distributing upcoming events e-mails to the network, and update office monthly calendars.
  
• Works with the Manager of Operations and Grants to request requisitions for purchase orders, and adding additional funds for standing purchase orders for the require vendors.
  
• Works with the Manager of Operations and Grants to track program material orders, collect packing slips from sites, reviewing and creating electronic binders for the program material orders for each fiscal year
  
• Exercises judgment to ensure that appropriate confidentiality of written materials, telephone calls and other communication is maintained at all times.
  
• Coordinates with/assists other LABBN Teams to ensure that work for LA Best Babies Network is completed in a timely manner and that all the teams have administrative support, including telephone coverage, during all regular hours of operation.
  
• Works with the Manager of Operations and Grants to track and code the checks received, review the accuracy of the checks, and deposit the checks in the correct accounts.
  
• Works with the Manager of Operations and Grants and LABBN for Data Entry and Analysis in Ontraport and IBM SPSS
  
• Other duties as assigned.

• At least two years experience providing administrative documentation of meetings, managing meeting logistics, and preparing meeting materials.
• Bachelor’s Degree preferred
• One to two years related work experience and/or training required or equivalent combination of education and experience.
• CA Drivers License
• Ability to read, analyze and interpret general business periodicals, journals, policies, procedures and/or regulations. Ability to write and/or format routine reports and correspondence.
• Must also have the ability to communicate effectively verbally and in writing.
• Ability to add, subtract, multiply and divide in various units of measure, using whole numbers, fractions and decimals.
• Ability to compute rate, ratio and percent and develop and interpret tables and graphs.
• Must have well developed practical problem-solving skills, including the ability to collect data, deal with a variety of variables in situations where limited standardization may exist.
• Must be able to interpret a variety of instructions provided both orally and in various written forms.
• Must be skilled at prioritizing and completing work in an environment where priorities may change rapidly.
• Must be able to function with limited direct supervision and be consistently productive, including during periods of ambiguity or change.
• Fire Safety