Administrative Assistant (Semel Institute, PMHP)

In this role you will join the Public Mental Health Partnership's (PMHP) Administrative Core, assisting with logistics for trainings delivered to L.A. County homeless services teams; scheduling meetings; creating and maintaining digital documents and file structure; liaising with external training entities; providing technical assistance during trainings (currently, over Zoom); and maintaining websites, web-based tools, and resources. You will also assist with the application and maintenance process for continuing education credits. You will report to the PMHP director and receive supervision from the Administrative Director.

Duties of this role will include:

A. External Communication & Virtual Content Management

• Maintain PMHP's website, web-based tools, resources, and learning management system (LMS)
• Assist in organization and creation of documents and file structures
• Develop processes to store, locate, and retrieve specific documents, data, and information
• Collect and disseminate PMHP promotional materials
• Other programming duties as assigned

B. Training Support

• Liaise with training entities' trainers and staff
• Maintain internal training calendar and manage logistics for trainings/events
• Assist with the application and maintenance process for continuing education credits, including applying for credits, generating attendance reports, and sending certificates to eligible attendees
• Respond to requests for PMHP publications, reports, and other information
• Support PMHP products: creating figures and tables, creating and/or formatting PowerPoint slides, handouts, and other training materials
• Support training activities, including attending trainings for logistical support, logging attendance, and other duties as necessary
• Coordinate travel arrangements for external trainers. Responsible for making flight/hotel arrangements and drafting anitinerary

C. Administrative Core Support

• Assist with reimbursements for trainees, external trainers, and PMHP staff expenses (e.g., mileage, parking, etc.)
• Conduct literature searches, assist with manual/report preparation, and draft agendas.
• General office tasks, such as photocopying, filing, faxing, answering phones, mailing, retrieving mail, maintaining office space, completing forms and collecting signatures
• Schedule meetings and arrange conference calls as needed
• Take minutes and follow up on action items
• Other duties as assigned

Required:

• Excellent computer skills (i.e., MS Office Suite)
• Excellent communication skills (verbal and written)
• Demonstrated knowledge and understanding of data and file management
• Ability to manage multiple calendars for scheduling
• Ability to prioritize assignments to complete work in a timely and accurate manner
• Skills in editing for spelling, punctuation, and grammar
• Ability to work efficiently and accurately with little supervision
• Able to take initiative and request clarification and assistance
• Requires attention to detail, excellent organization and problem solving
• Professional demeanor and able to handle confidential information when working with varied audiences both internal and external to the University

Preferred:

• Bachelor's Degree (Highly Preferred)
• Interest in social work, public health, homeless services, or health-related field
• Experience with learning management systems