Jobs

Location: Pasadena, CA
Reports to: Executive Director, Transition Planning
Administrative Duties:

Provide administrative and special project support to the Transition Planning Team and clients as appropriate.

Coordinate committees, produce and distribute minutes in a timely manner.

Prepare typed correspondence, manuscripts, forms, etc. using MS Word; MS Project; prepare overheads and slides using MS PowerPoint for presentations; use MS Excel to prepare management reports and spreadsheets; and use Visio to develop drawings and other materials to support the team.

Review, prioritize, organize, and carry out follow up requests related to e-mail and other correspondence.

Maintain complex calendar by scheduling appointments and meetings and using judgments as to time and place using MS Outlook and Same Page.

Design and maintain documents and databases.

Schedule meetings, reserve rooms and coordinate logistics of the meetings.

Coordinate all travel arrangements including airline reservations, car rentals, and hotel accommodations, including travel reimbursement.

Other duties as assigned

General Duties:

Coordinate Transition Planning schedule and calendar.

Communicate clearly and diplomatically, both verbally and in writing, with all levels of management, staff and clients.

Maintain a customer-focused orientation at all times.

Order and maintain office supplies and equipment as needed. Contact vendors for necessary repairs of equipment.

Coordinate and support Transition team calls, retreats, conferences and other activities.

Organize and maintain filing system in Same Page and Drop Box with accurate information.

Support compliance with and do research of: Title 22, 24, CDPH, TJC, and other regulatory agencies as appropriate for each project.

Other duties as assigned.

Institutional and/or Professional Standards

Comply with and assist with the tracking of: Title 22, 24, CDPH, TJC, and other regulatory agencies

Adhere to all HTS, Inc. Policies and Procedures as they apply

Maintain HTS, Inc. confidential and proprietary information and tools

Customer Service

Demonstrate the values of the Transition Team: respect, honesty, integrity, compassion, fairness, innovation and stewardship of our resources.

Demonstrate commitment to serving the customer.

Demonstrate excellence in communication with the customer.

Create a welcoming environment for guests, customers and team.

Requirements:

Skill in establishing priorities to complete work in a timely manner despite changes in workload or assignment, pressure of deadlines, or competing requirements.

Ability to perform job duties despite frequent interruptions or distractions.

Writing and editing skills to prepare grammatically correct business correspondence, agendas, and reports with speed and

accuracy and knowledge of standard business letter and table formatting to prepare such materials.

Skill in working independently and following through on assignments with minimal direction.

Working knowledge of HTS processes and ability to process documents required to accomplish various transactions (e.g., travel, expense reports, telephone or IT service request, etc.)

Demonstrated knowledge of MS Outlook, Word, Excel, PowerPoint, MS Project, Access and Visio. Ability to work with different software products with minimal training and supervision.

Skill in analyzing data in order to be able to create spreadsheets graphs and charts that relay correct information for reports.

Ability to establish and maintain cooperative working relationships with co-workers and department personnel.

Knowledge and ability to use: computer; plotter; telephones; copier; fax; typewriter; desktop computers; TV/VCR; and overhead projector.

Additional Information:

Bachelor’s Degree, Preferred

Part-time non-benefitted position. Approximately 20 hours per week, hours can vary and can include weekends and after hours.

Will work out of Pasadena Area

Need to provide writing samples and other work products, if any.