Job: Administrative Assistant, Planning Council Support

The mission of The San Diego LGBT Community Center is to enhance and sustain the health and well-being of the lesbian, gay, bisexual, transgender and HIV communities by providing activities, programs, and services that

Create community,

Empower community members,

Provide essential resources,

Advocate for civil and human rights, and

Embrace, promote and support our cultural diversity.

Serving the lesbian, gay, bisexual & transgender community of San Diego County since 1973.

POSITION SUMMARY
The Administrative Assistant provides support to Planning Council Support (PCS) staff for ongoing and special projects. Under the direction of the Lead Health Planner for Planning Council Support, the Administrative Assistant is responsible for written and verbal correspondence with members and constituents of the San Diego HIV Health Services Planning Council, including people living with HIV/AIDS (consumers). The position is also responsible for logistics of Planning Council activities, including committees, task forces and working groups. Duties also include maintaining up-to-date Planning Council member and constituent contact information, completing check requests for Planning Council and consumer expenses and performing data entry as needed. The primary work site for the Administrative Assistant for Planning Council Support will be the County of San Diego HIV, STD and Hepatitis Branch of Public Health Services. However, this position will be employed by the San Diego LGBT Community Center.

POSITION RESPONSIBILITIES
I. Planning Council member communication and information dissemination
A. Maintain up-to-date contact information for Planning Council members.
B. Based upon an established plan/schedule and direction from the Lead Health Planner, perform monthly mailing of meeting materials to Planning Council voting members.
C. Based upon an established plan/schedule and direction from the Lead Health Planner, make monthly Planning Council meeting reminder phone calls to members.
D. As directed by the Lead Health Planner, contact Planning Council members absent from meetings to assess members’ need for assistance.
E. Based upon an established plan/schedule and direction from the Lead Health Planner, update, personalize and mail letters to Planning Council members whose terms are due to expire.
F. Contact Planning Council members by mail, telephone and/or email for other purposes as directed by the Lead Health Planner.
G. Receive and respond to information requests from Planning Council members, referring issues to other Planning Council Support staff as appropriate

II. Planning Council consumer/constituency communication
A. Maintain up-to-date contact information for consumers and other community members wishing to receive Planning Council information.
B. Based upon an established plan/schedule and direction from the Lead Health Planner, perform monthly mailing of meeting materials to constituents.
C. Contact applicants for Planning Council membership and coordinate with Lead Health Planner to schedule interviews, as appropriate.
D. Receive and respond to information requests from consumers and/or other community members, referring issues to other Planning Council Support staff as appropriate.
E. Contact consumers and/or community members by mail, telephone and/or email for other purposes as directed by the Lead Health Planner.

III. Planning Council logistical support
A. As directed by Lead Health Planner, provide support for meetings of the Planning Council and related committees, task forces and working groups.
B. Based upon meeting schedules and direction from Lead Health Planner, assist in confirming
meeting logistics such as reserving rooms, ordering refreshments, coordinating parking arrangements and scheduling interpreting services.
C. Duplicate materials in preparation for meetings.
D. File electronic and hard copy documents.
E. Order, receive and store publications and other Planning Council-related documents as needed.
F. Perform data entry of surveys.

IV. Finance and Accounting
A. Complete check request forms for consumer mileage/childcare reimbursement and other Planning Council/meeting expenses.
B. Ensure timely submission of all check requests. Timely submission is defined here as ensuring that a completed check request is submitted to the Lead Health Planner no later than three working daysafter the occurrence of the expense or the receipt of a payable invoice.
C. Complete data entry of expenditures.

V. Ensure appropriate staff and team participation
A. Participate in scheduled CARE Unit and supervisory meetings.
B. Submit progress reports or work plans as assigned.
C. Ensure timely submission of timesheets and check requests in accordance with Center policy.

VI. Other Duties as assigned

Qualifications: The requirements listed below are representative of the knowledge, skill and ability desired. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

1. Education and Experience: At least one year of related work experience is required. A high school diploma or equivalent is required.
2. Computer/Office Equipment Skills: Basic computer skills, with proficiency in MS Office(particularly Word, Excel and Outlook).
3. Other Special Skills: Ability to take direction, manage multiple tasks with shifting priorities and to be a team player. Excellent interpersonal skills and ability to work with diverse community groups. Knowledge of and sensitivity to consumers, people of color communities and gay/lesbian/ bisexual/ transgender populations. A valid CA driver’s license and insurance to be maintained throughout employment.
4. Language Skills: Excellent oral and written communication skills in English. Additional fluency in Spanish is highly desirable.