Administrative Assistant

MIDWEST TRANSPLANT NETWORK INC•Westwood, KS

6d•Onsite

About The Position

The Administrative Assistant provides administrative support to the Family Services, Donor Family Aftercare, and Education Departments at MTN Westwood in Westwood, Kansas. The role coordinates departmental meetings, calendars, supplies, expense-report information, mailings, correspondence, event logistics, training certificates, call schedules, and donor memorial materials. It also supports staff and department leaders with daily administrative needs and collaborates with the organization’s other Administrative Assistants to maintain consistent practices and arrange backup coverage. Phone reception coverage may also be required. The position requires occasional extended hours outside standard MTN office hours, travel within the service area by ground or air, and use of a reliable personal automobile for which expenses are reimbursed using IRS guidelines. The role includes physical activity such as moving up to 50 pounds and transferring items short distances, as well as operating telephones, computers, and office equipment. MTN identifies this as OSHA Category III, with no exposure to bloodborne pathogens while performing assigned duties. MTN describes behavioral competencies for this role as Belonging, Respect, Excellence, Accountability, and Leadership. The organization states that it provides equal employment opportunity and reasonable accommodations for qualified applicants and employees with disabilities, subject to undue hardship.

Requirements

Associate degree or equivalent knowledge and skill.
One to two years of related work experience.
Ability to self-motivate, work autonomously, think creatively, and work effectively with people with different personality types.
Excellent interpersonal, verbal, and written communication skills; critical thinking skills; and strong attention to detail.
Proficiency with computer programs, including Microsoft Office applications.
Adaptability, dependability, and ethical conduct.
Strong problem-solving skills and ability to monitor work for accuracy and thoroughness.
Ability to prioritize and plan work activities and use time efficiently.
Ability to occasionally work extended hours outside standard MTN office hours.
Valid driver’s license in accordance with MTN motor vehicle policy.
Reliable personal automobile transportation for work-related use, with company reimbursement under IRS guidelines.
Ability to travel within the service area by ground or air.
Ability to move up to 50 pounds and transfer items short distances.
Ability to operate telephones, computers, and office equipment.
Ability to communicate clearly, diplomatically, and accurately with MTN stakeholders in person, by phone, and through documentation.

Nice To Haves

Bachelor’s degree.
Event planning experience.
Data entry skills.

Responsibilities

Manage departmental meetings, including scheduling, maintaining distribution lists, sending reminders, tracking attendance, arranging equipment and refreshments, taking minutes, and distributing them promptly.
Provide scheduling and calendar management, maintain primary department calendars, and reserve equipment for meetings and events.
Order department-specific supplies as requested by staff and approved by leadership.
Assist department leaders with expense reports, track supply and food costs for education and event activities, and provide detailed monthly reports.
Provide general administrative support to staff and leaders, including mailings, correspondence, meeting and event preparation, and other requested tasks.
Plan and support events, including attendee and speaker communications, venue and vendor coordination, printed materials, presentations, supplies, giveaways, and event setup, execution, and teardown.
Generate and file training certificates as requested.
Prepare and distribute monthly Family Services call schedules.
Prepare and distribute monthly donor family mailings and assist with other correspondence.
Record memorial contributions and send acknowledgment letters to donors.
Coordinate daily production and timely distribution of donor memorial cards and accompanying items.
Manage daily collection and distribution of incoming and outgoing departmental mail.
Collaborate with organization Administrative Assistants to support consistent practices and arrange backup coverage for critical duties during PTO or extended absences.
Provide phone reception coverage as part of reception-area backup.