JOB DESCRIPTION: OPERATIONS ASSISTANT (Part-Time)
CommonHealth ACTION seeks to invest in a proactive, self-directed Operations Assistant (OA) to support the day-to-day organizational and programmatic activities of the organization. This OA works independently and with guidance to support the implementation of activities in the following areas: day-to-day office management, business and resource development, executive leadership support, program research, writing and evaluation, technology administration, meeting coordination and implementation.
Candidates must complete the application form and upload a resume and cover letter. Files should be named using this convention: Last name, First Name-Resume and Last Name, First Name-Cover. Should you have any problems with uploading your documents, please send an email to email@example.com.
NOTE: Not following these directions will have an impact on your application. Do not email your documentation; it will not be reviewed if it is not uploaded as requested. All documents must be uploaded by 12:00 Noon, Monday, February 20, 2023.
The ideal candidate is an adaptable, professional individual who is comfortable taking initiative and working in a fast-paced environment with multiple teams and projects. This person should be organized, focused, and attentive to detail, with the ability to manage timelines effectively while communicating proactively and regularly with team members and external entities as necessary. This position requires excellent interpersonal, organizational, computer, and writing skills, as well as the exercise of extensive discretion, independent judgment, and political acumen. The candidate must also be open to and appreciate constructive feedback as a mechanism for professional development and personal growth.
The following reflect the major areas of responsibility for this position. Tasks include (but are not limited to) the duties outlined below. Candidates will also be required to complete other duties as assigned.
- Handle day-to-day operations, mailing, and shipping, and ordering/maintaining office supplies for team members.
- Support organizational administration and recordkeeping systems to ensure accurate bookkeeping and documentation of activities. This includes coding invoices for Accounts Payable; creating monthly client invoices; and the monthly reconciliation of credit card statements and invoices using online based systems.
- Assist with logistics, scheduling, facilitation, and follow up to ensure effective implementation of CHA-led meetings.
- Serve as primary phone and reception contact for the DC office, ensuring quality customer service among external contacts and other staff members.
- Create and update databases, including accurate data entry and the development of various queries, forms, and reports to support program needs.
- Develop forms and templates as needed (e.g., reimbursements, registration forms, technical assistance documents, etc.) in online systems or in MS Office.
- Provide high level support to CEO and Executive Leadership Team with scheduling and other duties as assigned, while balancing competing time commitments.
- Maintain cleanliness of office kitchens and general office areas as well as monitoring plant health, and then notifying the Operations Manager of any issues.
- Support office management needs including, but not limited to, picking up supplies, food orders, vendor coordination, etc., as needed.
Assist with other special projects or program support related responsibilities, and perform other duties as assigned.
EMPLOYMENT STANDARDS & CONDITIONS
EDUCATION AND EXPERIENCE: Minimum: Associates degree with at least three years of professional office experience. Preference for individuals with work experience in public health or non-profit social justice organizations. References required. The following are key professional attributes required for this role:
- Demonstrates experience in coordination, scheduling, and logistical support.
- Displays aptitude for working across multiple projects and teams.
- Exhibits a mastery of organizational skills and project management.
- Projects professionalism in all communications.
- Demonstrates strong interpersonal skills and an ability to work well in a team.
- Strives to produce high-quality, error-free work products.
- Exhibits a strong independent, proactive work ethic.
- Engages in continuous learning and training.
- Demonstrates professional and political aptitude.
- Understands and shows interest in public health and equity-driven work.
TECHNOLOGY SKILLS: Candidates are required to have intermediate to advanced technology skills as well as the ability to learn new tools quickly.
- Microsoft Office (i.e., Outlook, Word, Excel, and PowerPoint; Publisher a plus).
- Web research.
- Web and social media tools such as Zoom, Teams, Smartsheet, Canva, Constant Contact, Twitter, Facebook, LinkedIn, Instagram, etc. preferred.
HIRING RANGE: $25.00 – $35.00 per hour for up to 16 hours per week. Pay is commensurate with experience and qualifications and contingent upon available funding.
JOB CLASSIFICATION: Temporary to Permanent position with a 120-day initial employment period. There will be an evaluation at the end of the initial employment period resulting in potential options for continuing with a full-time exempt or part-time non-exempt position.
JOB LOCATION: Washington, DC. Note: Candidates will be required to go into the office to complete most tasks; remote work is an option that will need to be approved by the Operations Strategy Manager.
REPORTING RELATIONSHIP: Manager, Operations Strategy
TRAVEL: Domestic travel may be required for this position. Estimated travel: 0-10% annually. All travel expenses outside of the DC metro area are reimbursed or paid by CommonHealth ACTION. Travel duration typically ranges from one day to one week per trip and trip frequency varies by program, client, and organizational needs. CommonHealth ACTION continues to monitor CDC and public health guidelines regarding COVID-19 and has paused local and national travel.
About CommonHealth ACTION
CommonHealth ACTION is a national public health organization that develops people and organizations to produce health through equitable policies, programs, and practices. Our vision is an America in which all people have equitable opportunities and neighborhood conditions to achieve their best possible health. At CommonHealth ACTION, we believe that health is a production of society. Our program services include equity assessments and evaluation; Equity Diversity, and Inclusion (EDI) trainings; organizational strategy and culture change; leadership and workforce development; and convening and learning experiences. Please visit www.commonhealthaction.org for more information about our work.