Position Summary:

Under the supervision of the CHRO, this position directly supports the Executive staff and oversees office operations. This position is responsible for a variety of semi-routine clerical and specialized administrative functions such as preparing correspondence, reports, etc. Screens telephone calls, receives, and directs visitors, resolves routine inquiries, and assists with the Executive staff’s schedules and calendars as needed. Additionally, this role requires sitting at the front desk, collecting, and sorting mail, answering the phone and general emails, ordering supplies, and helping coordinate their distribution. 

Essential Job Functions:

• Perform general office duties inclusive of, but not limited to answering telephone(s), mail distribution and composing correspondence. 
• Build professional relationships with customers and the team. 
• Schedule and confirm appointments and maintain event calendars. 
• Copy, file and maintain paper and/or electronic documents and records 
• Open, sort, and distribute incoming correspondence daily. 
• Prepare outgoing packages. 
• Monitor office supply levels and order as necessary. 
• Serve as point person for outside call center coordination.
• Provides timely and appropriate responses to correspondence, e-mail, phone, and walk-in inquiries directed to the CEO and Executive Team.
• Provides support for meetings including preparing agendas, reserving rooms, sending appointments, coordinating catering, recording and distribution of minutes. 
• Works independently and within a team on special projects as assigned and required. 
• Maintain confidentiality according to HIPAA and PPAU policy. 
• Contributes to the overall effectiveness of the agency by adhering to established agency policies and practices. Attends and participates in all required meetings and training sessions. 
• Represents PPAU in a professional and positive manner when dealing with clients, the public, Board members, volunteers, interns/externs, donors, and other staff, demonstrating a commitment to quality healthcare and excellent customer service. 
• Understands their responsibility and participates in assuring productivity levels are maintained. 
• Participates in annual team review process. 
• Demonstrates respect for diversity in daily activities. 
• Performs other duties as required or requested. 

• High school diploma, some college and/or appropriate combination of education and work experience to support on-the-job effectiveness. 
• One year of previous administrative experience, to include office management principles and procedures. 
• Strong computer skills including proficiency in Microsoft Outlook, Word, PowerPoint, and Excel. 
• Ability to work independently, exercising appropriate skills for effective judgment, creative problem solving and taking initiative. 
• Proactive, highly motivated, collaborative and adaptable, with excellent organizational skills including the ability to handle multiple tasks, changing needs, and competing priorities. 
• Strong oral and written communication skills. 

•  Problem Solving/Analytical Thinker: Ability to solve and analyze problems effectively and efficiently. 

• Professional Writing Experience: Excellent proofreading skills and attention to detail.
• Communication/Interpersonal Skills: Ability to provide exceptional customer service to co-workers. Exceptional communication skills and ability to respond to difficult situations. Demonstrates exceptional intercommunication skills – both in written correspondence and personal interactions.

• Time Management: Ability to multi task and work efficiently within close time constraints. Ability to work under pressure and in a highly stressful environment.
• Business Knowledge: Ability to master the components of health center operations and processes.
• Organization: Strong organizational skills and ability to multi-task. Proven ability to manage multiple assignments and stakeholders, effectively communicating expectations and setting acceptable deadlines with employees at all levels of the organization.
• Judgment and Decision Making: Ability to exercise initiative, sound judgment and problem-solving techniques in the decision-making process. 
• Technology/Tools: Ability to use various computer systems and applications including electronic practice management systems and electronic health care records as well as an advanced working knowledge of Microsoft Office Applications and Microsoft SQL Server. 
• Compliance: Demonstrates a commitment to the PPAU mission and philosophy. Adheres to PPAU’s policies and is committed to act legally and ethically within the scope of work. 

Planned Parenthood Association of Utah is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, marital status, age, veterans’ status, genetic information, disability, pregnancy or union activity. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. PPAU is pleased to provide such assistance, and no applicant will be penalized as a result of such a request.