SEIU UHW West
United Healthcare Workers West

Operations Administrative Assistant

Based in Oakland, CA

 

Position: Operations Administrative Assistant
Classification: Salary Non-Exempt
Location: Oakland, CA Office

Position Summary:
The Operations Administrative Assistant is a statewide professional level position working in the Operations & Administration Department, is in charge of some operational and administrative tasks. And will support the AD with facility management The Operations Administrative Assistant must have the set of skills that allows the person in this position the designing and overseeing of special projects and processes handled in the Operations & Administration Department with multiple staff, supervisors, vendors and in multiple locations, often with overlapping campaigns/events/priorities. His/her responsibilities are typically performed at a skilled professional level with the ability to work under pressure, multiple deadlines and accommodate last minute changes on priorities and tasks.

The Operations Administrative Assistant should have excellent oral and written communication skills and some degree of creativity that can be called upon when developing new projects, processes, and materials, and to share information on a cloud environment. The person in this position will have the capacity to manage intelligent computer applications, including apps and/or complex databases, be organized, have the ability to multi-task, able to work with minimal supervision and able to make decisions at his/her level of responsibility and discretion, or, under general instructions from his/her supervisor.

Main Responsibilities

• Compose, prepare and/or maintain processes and checklists to ensure office/building compliance, safety, and enhancements, in collaboration with Office Managers, which involve arranging trainings and meetings, and recordkeeping.
• Maintain lease schedules, projects, budget, documentation and reporting for the overall department, and ensure timelines are met.
• Ensure lists, systems, applications, and sites used by the OpsAdmin team is maintained, including reporting and troubleshooting.
• Ensure process documentation are maintained and updated as policies and procedures change.
• Communicate updates and information to necessary Div/Dept and employees, in a timely manner.
• Respond to inquiries from executive office, union officers, senior staff, union leaders managing the flow of communications, answer questions, troubleshoot technical issues of applications or databases used and independently resolve problems whenever possible.
• Compose or prepare correspondence, forms, newsletters, flyers, presentations, and reports at a professional level of technical skills using the Microsoft Office suite applications or similar applications.
• Serve as liaison between other UHW units, to plan, prioritize and schedule activities in the Operations & Administration Department based on a general plan or instructions from the his/her supervisor.
• Perform specialized/technical duties required to support the specific responsibilities of his/her supervisor and the OpsAdmin team, using discretion to make judgments based on general operational guidelines.
• Support purchasing for the office, division meetings, retreats, research items and/or obtain quotes.
• Compile and maintain information that may require web or library researching, gathering and updating data and records.
• Participation of union activities including short-term campaigns that may include overnight travel and work on teams with specific tasks assigned.

Perform other duties as assigned and/or required to support UHW mission, values, activities, and programs, in addition to the function of the supervisor or other manager(s) in the Operations & Administration Department. The duties listed above are intended only as illustrations of the various types of work that may be performed.

Qualifications (Knowledge, Skills and Abilities):
To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required:

• High School diploma or equivalent, at least two full years of college studies desired.
• Demonstrated ability to type 55 wpm
• Minimum 2 to 3 years' experience on similar administrative, operations or technical positions; facility or office management experience preferred.
• Familiarity with a multi-office, organizational environment, non-profit experience preferred.
• Demonstrated experience using computer software such as report writer, MS Office Suite software, knowledge in Salesforce a plus, Google Drive, Concur, including strong Microsoft Excel, Access, and Macro skills to develop and maintain financial reports and statistical data.
• Excellent interpersonal communications skills; Analytical and technical skills.
• Requires the exercise of independent judgment and discretion in analyzing situation and in determination of action to be taken / recommended.
• Ability to take initiative and follow tasks through to completion.
• Must be accurate, timely, and detail oriented, maintain confidentiality, and able to communicate effectively with employees at any level.
• Strong meeting coordination expertise.
• Excellent punctuality and attendance.
• Exceptional project and time management skills, organizational, prioritization and follow through skills; ability to manage large volume of electronic data and paperwork in an organized, detailed and accurate manner.
• Ability to work independently under general directives and as part of a team.
• Ability to interact professionally with culturally and linguistically diverse staff, members and vendors.
• Understanding and commitment to the mission of SEIU UHW – West.
• Strong presence with ability to interact with Senior Leadership and Executive Board members.
• Frequent statewide travel required.
• Bilingual in Spanish is preferred, not required.

Physical Demands:

• Sitting at a computer workstation for extended periods (up to four hours at a time) typing / researching.
• Lifting up to 20 pounds.
• Work long and irregular hours including holidays, nights, and weekends, as needed.

Relationships:
The Operations Administrative Assistant works closely with and interacts with Union members, unorganized workers, employers, government officials, the Executive Board members, officers, other staff, staff from other labor organizations and grassroots organizations.

Compensation
SEIU-UHW offers a competitive salary, commensurate with experience, and a generous benefit package.

Application
SEIU-UHW is an affirmative action employer and encourages applications from all qualified candidates regardless of gender, race, ethnicity, age, sexual orientation, marital status, religion, or disability.

To apply for this position or to search other openings, please go to our jobs page at: https://www.seiu-uhw.org/about-seiu-uhw/jobs/.

About SEIU-UHW:
We are 85,000 healthcare workers who work in hospitals, nursing homes, clinics, and in the community as home care providers. Our members are frontline caregivers, including respiratory care practitioners, dietary aides, environmental services and nursing staff. Our mission is to provide quality care for all patients, expand access to excellent, affordable healthcare for all Californians and raise living standards for all workers.

We are led by the largest, most diverse and dynamic leadership body in the labor movement: An Executive Board of more than 200 rank-and-file members.

We dedicate a large portion of our resources to growing our movement of healthcare workers through organizing the unorganized.