Administrative Coordinator-Bilingual (English/Spanish), Los Angeles
American Heart Association - Los Angeles, CA

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What’s your motivation? Opportunity. Creativity. Contribution. It’s all part of working for the American Heart Association---where you can contribute professional growth with personal fulfillment. So if you’re considering a rewarding career, consider the American Heart Association. We have an excellent opportunity for bilingual (English/Spanish) Administrative Coordinator in our Los Angeles, CA office.

Under general supervision, the position provides administrative, project coordination and clerical support to the Vice President of Health Equity and Regional Health Equity Directors in achievement of overall team, division and affiliate objectives. Responsible for providing routine service and consultation to internal and external customers, managing various databases, performing research in completing assigned projects, maintaining/ updating information and producing a variety of routine and special reports as needed and preparing correspondence, presentations and reports to support diverse initiatives. Position is housed in the Los Angeles office with responsibilities for participating in overall office coordination to ensure excellent customer service.

Major Responsibilities :

  • Provides a wide variety of skilled administrative, project coordination and clerical support. Plans and executes community and work projects to ensure timely completion and achievement of agreed upon goals. Ensures follow-up on key aspects of program evaluation.

  • This requires simultaneously managing multiple projects to support diverse and dynamic initiatives.

  • Ensures a high quality of service is provided to all customers, staff, and volunteers. Field and respond to questions and issues from internal and external customers via telephone, email and other correspondence. Serves as liaison between community participants in the American Heart Association’s programs and the Health Equity Team.

  • Through volunteer activation, coordinates and implements community healthcare meetings either organized by other agencies, county, hospitals, or the American Heart Association.

  • Manages data related to Health Equity through the use of appropriate databases. Analyzes program data, prepares reports and communicates program outcomes through managing various databases (Siebel, Excel), maintaining and updating information and files. Prepares spreadsheets and reports as required. Upload statistical information into corporate software system.

  • Coordinates the recruitment, orientation and management of interns engaged through approved programs.

  • Receives and processes health-programs registrations. Serves as primary staff contact with participants. Coordinates the processing of invoices and expenses

  • Coordinates logistics for assigned meetings and provides day-of-event support as needed.

  • Performs related clerical functions such as answering the telephone, filing, typing/word processing, faxing and copying.

  • Package language and culturally appropriate materials and pitches to support media efforts to target audience outreach. Provide support to specific targeted minority initiatives including media and PR efforts.

  • Creates flyers and other collateral, as needed for events.

  • Attends all staff meetings and in office meetings as needed, stays current on affiliate and association-wide updates and applies the information learned.

  • Performs other duties as assigned.

  • Attracting talented, committed employees means offering a competitive benefits package, ongoing professional development and training, and a diverse and inclusive environment in which to work and grow. And we do. Visit and click “benefits” for more information.

    EOE M/F/V/D

    Required Skills Minimum Qualifications:

  • Bilingual proficiency (verbal and written) in English and Spanish

  • Advanced knowledge of Microsoft Office applications including Word, Excel, PowerPoint and Outlook and proficiency in manipulating data for analysis

  • Office administration skills, including general clerical skills (e.g., filing, typing, copying, telephone etiquette and operation)

  • Effective written communication skills, including skill in proof reading for grammar and spelling

  • Effective interpersonal skills and ability to maintain a professional manner in all dealings with customers, staff and others; ability to work in a team environment

  • Effective problem-solving and analytical skills

  • Ability to keep all work-related information confidential as necessary, maintaining the highest ethical standards

  • Ability to understand statistical information and research on-line for information requested by media and curious and concerned lay-people

  • Demonstrated ability to organize and manage multiple projects simultaneously, prioritize tasks and meet deadlines with keen attention to detail.

  • Ability to motivate self and others – staff and volunteers – towards achieving outcomes timely and effectively.

  • Ability to work outside regular business hours as required.

  • Ability to travel both locally and occasional overnight travel as required.

  • Valid driver’s license, proof of at least minimum state required automobile liability insurance and ability and willingness to travel as position demands. Satisfactory background check including motor vehicle, and criminal history.

  • Environmental and Working Conditions:

    Normal Internal office environment. This position requires the ability to travel within assigned territory and travel outside territory to attend outdoor event-related activities and training sessions, which may involve overnight stays and/or weekends.

    Physical and Mental Requirements:

    Physical requirements include: sight, hearing, sitting, standing, bending, or squatting for most of the day; skills essential for successful communications include: speaking over the phone and writing. Ability to interact and communicate with customers, and to clearly and concisely exchange ideas, facts and information. Ability to effectively plan and manage workflow, work on multiple projects simultaneously and manage project details with limited supervision. Must be able to lift up to 20 pounds with the expectation that items in excess of 20 pounds would be broken down into smaller components or additional assistance is required before lifting. Ability to conceptualize, reason through problems, make effective decisions and develop alternative solution and provide excellent customer service while ensuring compliance with the American Heart Association’s policies and procedures.

    Required Experience Experience:
    • Minimum 3 years of work experience
    • Proficiency in MS Word, Publisher, Excel, PowerPoint and a form of customer contact software required; web design and graphics software desired.

    About this company
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    The American Heart Association (AHA) is a not-for-profit organization devoted to the fight against heart disease and stroke (both among...