Care Services Program Assistant
Scope of Work
The Care Services Program Assistant provides administrative support for the Director and two Associate Directors of HIV Care and Housing Services. In this position must work collaboratively with other department managers. The Care Services Program Assistant is a full-time (40 hours per week) non-exempt position. This position generally works Monday through Friday from 8:00 AM to 5:00 PM with occasional weekend and holiday hours required. Duties include but are not limited to:
Functional Responsibilities
- Performs confidential and administrative duties and assignments in support of the Directors of HIV Care and Housing Services.
- Works closely with the management staff in the Care Services departments to provide support and coordination of meetings and ongoing communication.
- Assists with programmatic activities as needed.
- Composes complex letters and memoranda from verbal direction or from knowledge of the organization’s policy and procedures.
- Arranges and coordinates appointments, meetings, events, and travel itineraries, and maintains schedule and calendaring for the Director.
- Assists with organizing and planning administrative matters, including supporting community education events.
- Schedules, prepares for, and sets up meetings for the Director.
- Takes minutes for departmental and management meetings and follows up on action items as needed.
- Creates and maintains confidential records including client files.
- Monitors the Director’s emails and voicemail when the Director is out of the office.
- Makes outgoing calls as needed to coordinate or schedule matters associated with the administration of the departments.
- Maintains filing for the Medical Billing team and scans required documents.
- Attends department, agency, and other meetings as assigned.
Minimum Qualifications
- A high school diploma or equivalent.
- Two years of administrative assistant level experience or equivalent.
- Experience and proficiency with Microsoft Office products.
- Excellent organizational, writing, composition, proofreading and grammatical skills.
- Effective interpersonal skills suitable for interacting with various departments, personnel, and all levels of management. Able to communicate effectively using verbal and active listening communication skills.
- Must have the ability to be flexible, be a self-starter and be able to work under pressure to meet deadlines.
- Creative; capable of problem solving and working independently.
- Demonstrate sensitivity to cultural and personal differences in age, ethnicity, abilities, and identities.
- Understands the concept of confidentiality and HIPPA.
- Appropriate fingerprint clearance through the Arizona Department of Public Safety (paid for by SAAF if not current).
- Have access to a reliable vehicle, a valid Arizona Driver’s License, and Insurance with a record that would be supported by SAAF’s insurance carrier.
Preferred Qualifications
- A graduate of an accredited business college.
- Experience developing and maintaining database and filing systems.
Compensation
Non-Exempt position $16.45 – $20.16/ hour. DOE
Benefits
Health, dental, vision, and life insurance; 401(k) with matching, long-term, and short-term disability insurance. 12 paid holidays per year, 4 weeks of PTO per year to start in addition to 40 hours of sick leave. Access to SAAF’s on-site clinic, SAAF Health, for primary care needs.
To Apply
Submit a letter of interest and resume with dates of employment to:
Yvette Bass, Recruiting and Retention
Southern Arizona AIDS Foundation
375 S. Euclid Ave.
Tucson, AZ, 85719
or email hr@saaf.org, or fill out the form below.
Affirmative Action
The Southern Arizona AIDS Foundation is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, religion, national origin, sex, sexual orientation, gender identity, age, or disability.
People who have used drugs, have performed sex work, people of color, women, members of the LGBTQ+ communities, those who have experienced housing insecurity, people who have received harm reduction services, and people living with HIV/AIDS and/or hepatitis C are strongly encouraged to apply.
Physical Requirements
This job is a sedentary job, as defined by the Social Security Administration, CFR. CFR § 404.1567. Physical exertion requirements:
(a) Sedentary work. Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary for carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.
Disclaimer
This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by the immediate supervisor and other management as required. Management reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Management reserves the right to change job descriptions, job duties, functions, and requirements.