Administrative Assistant, Operations

OneLegacy•Azusa, CA

6h•$41,683 - $60,507•Onsite

About The Position

At OneLegacy, every moment counts. As the nation's largest organ, eye, and tissue recovery organization, we are dedicated to saving lives and sharing hope. Guided by our values of integrity, compassion, stewardship, diversity and inclusion, urgency, innovation and excellence, and collaboration, our team works tirelessly to honor every gift of donation. This is more than a job; it’s an opportunity to make a profound impact on countless lives.

Requirements

Minimum of associate degree with a concentration or minor in computer science.
Minimum of two (2) years administrative assistant related experience required.
Proficient knowledge of Microsoft Suite (Word, Excel, PowerPoint, and Outlook) required.
Minimum typing speed of 50 wpm.
OneLegacy requires employees to maintain a current California driver’s license and current vehicle insurance.
Employee must be able to pass a local government agency (coroner’s office) background check.
Working knowledge of personal computer, fax machine, telephone system, cell phone, photocopier, postage machine and calculator.
Reliable transportation required.
Compassion, patience, and empathy working with people in crisis and those in grief.
Recognizes limits/boundaries and appropriately seeks help.
Ability to honor and be sensitive to cultural, ethnic, religious, and socioeconomic diversity.
Flexibility and ability to be productive and work with interruptions.
Interpersonal skills, including the ability to create a positive impression and to deal courteously with all levels of management, staff, hospital personnel, vendors, and the public through telephone, written and in person communications is essential.
A minimum of intermediate level MS Office Suite computer skills, with the ability to perform word processing, and utilize spreadsheets, databases, and graphics programs.
Ability to prepare and edit complex MS Office Suite documents.
Ability to multitask, prioritize and bring projects and tasks to completion in a timely manner.
Ability to assume responsibility with limited direct supervision; including exercising initiative and judgment; and make decisions within the scope of assigned authority.
Strong organizational, detail and time management skills, essential.
Demonstrated dependability, sense of urgency, and high attention to detail.
Extensive calendar organization skills and handling of high volume of phone calls and emails.
Must have the ability to work in fast paced environment.
Ability to maintain confidentiality of all information.
Must have legible handwriting and good telephone etiquette.
Flexibility and willingness to learn new tasks.

Nice To Haves

Knowledge of medical terminology is helpful.

Responsibilities

Provides administrative, clerical, and operational support within the Public Education department/teams.
Supports the Communications Manager and department staff by helping with calendars and travel arrangements, drafting, and responding to correspondence, providing communicating with others, completion of their department expense reports, taking meeting minutes/notes, handling confidential information, and creating/organizing/filing various operations reports and records.
Assists Public Education staff in implementing Operation’s various department specific tasks such as updating leadership schedules; formatting of manager documents, packlist, and/or policies and procedures, as needed.
Assists with the planning and coordination of Operations leadership staff meeting, including creating meeting agendas, scheduling/calendaring meeting room location(s) for all OneLegacy facilities, notifying appropriate staff of meetings, arranges for lunch delivery, distributes necessary documents to meeting participants, and transcribes minutes.
Travels to off-site leadership meetings to making all necessary arrangements as needed for the Public Education leadership and/or their staffs.
Maintains statistical and financial records to reflect activities.
Prepares reports and studies as requested.
Sets up and maintains electronic files, ensuring security of confidential information.
Assists with answering and screening transferred overflow incoming calls, takes messages, or transfers calls to the appropriate person or department.
Accepts deliveries and alerts recipients, and/or routes deliveries to the appropriate person/area, including daily mail.
Ensures that adequate supplies are always on hand for the breakrooms by taking regular inventory, ordering supplies, and restocking the break rooms.
Coordinates Public Education participation at conferences including the coordination of registration, flights, and hotel lodging, as assigned.
Prepares reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software (Microsoft).
Coordinates and tracks Public Education department workflows and schedules related to projects, ensuring timely completion.
Oversees external and internal confidential matters regarding vendors/sponsors, offices, all information pertinent to donors/recipients, and OneLegacy finances.
Assists in maintaining online folders related to operational memos, budgets, or departmental performance stats for Public Education multiple teams/departments.
Maintains managers’ call schedules, vacation requests, and Outlook calendars.
Assists as needed with creating managers’ in-service presentations and reports.
Attends department staff meetings, annual hazard communication and control safety training sessions, and/or completion of various mandatory online training courses.
Supports staff under the direction of the department managers for assigned projects.
Initiates online Facilities & Production ticket or calls for public education production operations’ equipment repairs and/or service call.
Submits online Helpdesk work orders for all technical work orders, repairs, projects, and equipment, as needed.
Submits online Facility tickets to notify Facilities of event production support.
Maintains a neat and organized workstation and environment.
Assists in maintaining event production supply inventories for the Corporate and Redlands offices.
Performs all duties and responsibilities in compliance with safety guidelines, policies and procedures, regulations as outlined in the Code of Federal Regulations, and other applicable federal, state, and local laws.
Performs quality control practices as defined by the policies and procedures.
Supports the organization’s Standards of Professional Conduct as outlined in the OneLegacy Policies and Procedures, and the mission, vision, and values of the organization.
Displays a consistent, professional degree of communication skills in person, on the phone, by e-mail and letters to internal and external persons, in the English language.
Must be comfortable working with people at all organizational levels and maintain professional conduct and appearance with all staff, leadership, and outside parties.
Greets visitors and escorts them to the appropriate person or department.
Maintains professional growth and development through continuing education and in-service meetings.
Assists with administration and on-site support of OneLegacy’s signature events.
Assists in training new administrative personnel, acts as administrative back-up to department EA and production department.
Assists in ensuring the compliance with local and state fire and safety codes.
Prepares reports, memos, letters and other documents, spreadsheet, database updates and presentations via Microsoft Suite software.