Summary:
Reporting directly to the Director of FSS, the Assistant provides high-level administrative and executive support in a one-on-one working relationship. The Assistant also liaises closely with the FSS Licensed Program Coordinators (clinical supervisors and faculty) at each RMHCSC House and oversees special projects. The Assistant must be resourceful and enjoy working within a fast-paced environment. The ideal individual will be able to exercise good judgment in diverse situations. The Assistant must provide and lead support to internal and external parties with high professionalism and in a manner that reflects positively on FSS and the organization.

Ronald McDonald House Charities® of Southern California (RMHCSC) mission is to provide comfort, care, and support to children and families in Southern California. To achieve its vision of creating a community where children and their families embrace life and healing with a sense of hope, enthusiasm, and joy, RMHCSC also operates six Ronald McDonald Houses (with a seventh house being built in West LA), three Ronald McDonald Family Rooms and Camp Ronald McDonald for Good Times, a year-round oncology camp for children with cancer and their families. FSS provides support and training to all RMHCSC families and staff.

Responsibilities

Key Responsibilities (Other duties may also be assigned):

• Represents FSS, Director, and Licensed Program Coordinators in a positive light through great follow-through skills and sound judgment.
• Manage sensitive matters regarding trainees and families with a high level of confidentiality and discretion, especially decisions directly impacting the operations of FSS.
• Organize and sustain complex daily calendars and schedules; resolve any scheduling issues.
• Manage the contacts with universities that send students to us for training.
• Conserve the Director’s time by reading, researching, collecting, and analyzing information as needed in advance.
• Welcome the RMHCSC FSS guests, applicants, and grant site visitors by greeting them in person or on the phone and answering or directing inquiries.
• Attend FSS weekly faculty/supervisor meetings.
• Prepare Word, Excel, and PowerPoint presentations, meeting agendas, reports, special projects, and other documents supporting the objectives of FSS.
• Regularly make sure that all trainees are up to date with responsibilities.
• Arrange RMHCSC travel and accommodations for the Director, as needed, for 1-2 annual events.
• Prepare expense reports and invoice check requests for FSS department.
• Timekeeping adjustments and approval for payroll processing for all FSS staff, twice a month.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Draft and prepare correspondence for internal FSS and RMHCSC announcements and for organizations and universities that FSS is involved with.
• Prepare and edit FSS standard operating procedures and manuals.
• Arrange and Schedule FSS training days, admissions, orientation,
• Prepare agendas and supporting documents for meeting with all Director and FSS Licensed Program Coordinators
• Assist with managing correspondence, presentations & set-up for meetings and trainings.
• Maintain a broad understanding of RMHCSC bylaws and FSS rules and practices.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours when urgent.
• Post on social media and website.

Skills and Qualifications:
Education:

• Bachelor's degree, preferred.

Experience and Skills:

• Relevant experience in administrative and organizational management with the ability to maintain a realistic balance among multiple priorities and confidential matters.
• Demonstrated advanced proficiency skills in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• 2 years of related experience is required to work in an assistant role.
• Experience with or ability to learn timekeeping database (Paycom).
• Experience with or ability to learn database work (Salesforce).
• Experience with or ability to learn social media and website use.
• Ability to communicate effectively and professionally.
• Strong written and verbal communication.
• Flexible hours as dictated by the needs of business for projects and meetings.
• Equivalent combination of education and experience will be considered.

Preferred Attributes:

• Strong passion for the mission of RMHCSC and Family Support Services and an ability to communicate our mission and impact.
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible consistently.
• Excellent communicator - able to interact with people of all levels confidently and professionally.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the Director and Licensed Program Coordinators by maintaining effective relationships with interested parties.
• Ability to think outside of the box with a sense of urgency.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.

Additional Qualifications:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Language Skills:

• Read and interpret professional journals. Write reports, correspondence, and procedure manuals. Effectively present information and respond to questions from RMHCSC families, FSS Licensed Program Coordinators, FSS practicum trainees, universities, and the general public.

Mathematical Skills:

• Ability to calculate figures and amounts such as annual budget needs.

Reasoning Ability:

• Ability to interpret various instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

• Microsoft (Word, Outlook, and Excel), PowerPoint, and the serious willingness to learn to manage our FSS Website and HIPAA-compliant Salesforce.

Physical Demands:

• An employee must meet the physical demands described here to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel; talk or hear. The employee is frequently required to sit. The employee must be able to lift and move up to 25 pounds.

Work Environment:

• The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• While performing the duties of this hybrid position, although unlikely, you must be available to work remotely or in person for irregular hours, weekends, and holidays. The noise level in the work environment is usually moderate.

Equal Opportunity Employer