Administrative Assistant

WHO WE ARE 
Planned Parenthood Association of Utah (PPAU) is a non-profit family planning agency and a leader in sexual and reproductive healthcare, advocacy, and education in the state of Utah. We provide high-quality, affordable sexual and reproductive health care for Utahns/people in eight health centers across the state.
At PPAU, care is much more than the health, education, and advocacy services we provide; it’s the way we approach our world with compassion and a constant desire to improve. We care with kindness, respect, and are passionate about helping adults and teens of all genders, sexual orientations, races, religions, ethnicities, abilities, and cultural backgrounds lead healthy lives. 
Under the supervision of the VP of Operations, this position directly supports Operations and Administration departments and manages office operations to ensure maximum efficiency, productivity, and high performance.  This position provides and oversees a variety of semi-routine clerical and specialized administrative functions such as preparing and composing correspondence, memoranda, reports, etc. Screens telephone calls, receives and directs visitors, resolves routine inquiries, schedules and maintains calendar of appointments and schedules, prepares and distributes minutes of meetings, etc.  Additionally, this position will support Clinic Operational administrative functions such as reporting, data entry, etc. 
We are committed to building an inclusive workplace that values diversity and inclusion and reflects the diversity of our communities and patients. We strongly encourage people of color and members of the LGBTQ+ community to apply. 

Job Functions:

• Performs a variety of clerical functions, assisting Operations team in planning, organizing, implementing, and accomplishing department day-to-day functions and goals.
• 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.
• Composes memos, correspondence, forms, reports, and other documents from rough drafts using professional business writing standards. 
• Provides timely and appropriate responses to correspondence, e-mail, phone and walk in inquires directed to the Operations Team.  Facilitates rapid and appropriate response, continuous movement of projects, and tracks the status of all projects and tasks. 
• Prioritizes and helps manage Operations Teams’ calendars to ensure business objectives are met.  Schedules and confirms appointments and  meetings.. 
• Provides support for meetings including preparing agendas, reserving rooms, sending appointments, coordinating catering, recording and distribution minutes. 
• Facilitates communication and accurate information flow between the Operations Team, department heads, and staff.
• Collects and maintains official agency records and PPAU materials in compliance with federation requirements.  Distributes required documents to PPFA based on submittal schedule and coordinate completion and delivery of required affiliate reports. 
• Works independently and within a team on special projects as assigned and required.
• Participates with team members in identifying and improving systems, activities, behaviors, resolving issues, etc. which result in improving quality services. 
• Maintain confidentiality according to HIPAA and to 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.
• Participates in annual team review process.
• Understands their responsibility and participates in assuring productivity levels are maintained.
• Demonstrates respect for diversity in daily activities.
• Performs other duties as required or requested.

What we're looking for:

• Bachelor’s degree or High School Diploma with equivalent work experience. 
• 3 years of experience of administrative or management experience. 
• COVID-19 vaccination and yearly influenza vaccination required

WHY WORK AT PPAU?
In addition to competitive wages and a comprehensive benefit package, being part of the PPAU team means providing all Utahns with the opportunity to move through their sexual and reproductive lives as safely, confidently, and healthily as possible. Planned Parenthood Association of Utah is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment. We do not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other char