Administrative Assistant

MIDWEST TRANSPLANT NETWORK INC•Westwood, KS

36d•Onsite

About The Position

Responsible for providing administrative and event planning support to the Community Education, Information Technology and Business Intelligence Departments. ESSENTIAL JOB FUNCTIONS Provides event planning and support activities including but not limited to; attendee and speaker communications, venue and vendor coordination, coordination of printed event materials, presentations, supplies and giveaways, and set-up, execution and tear-down of events. Responsible for maintaining awareness of promotional product inventory levels and placing orders as directed by Leadership. Responsible for managing departmental meetings to ensure smooth, thorough and timely meetings are accomplished at all times. Tasks include outlook planning of all regular meetings, maintaining accurate distribution lists, providing reminders for staff, attendance tracking, ensuring all necessary equipment/supplies are available and working, coordinating food/refreshments, taking accurate meeting minutes and disseminating them timely. Provides scheduling and calendar management support for the departments, including entering all standing meetings and events, ensuring the primary calendars are updated weekly and available to all staff, and reserving any necessary equipment for meetings/events as needed by the staff. Responsible for department supply management including ordering all department specific supplies as requested by staff and approved by Leadership. Provides expense report assistance to department Leaders by working with Leaders in reviewing staff expense reports and tracking data regarding supplies and food associated with education and event activities and providing Leaders with this report detail on a monthly basis. Prepares requisitions through Fraxion as required. Provides general support to department staff, management and regional offices as needed to accomplish staff daily responsibilities including mailings, general correspondence, meeting/event preparation, coordination of travel arrangements, and any additional tasks as requested. Coordinates volunteer activities as requested. Coordinates daily the timely collection and distribution of department outgoing and incoming mail. Works collaboratively with organization Administrative Assistants (AA) to ensure consistencies of practice throughout the organization. Also works with AA team to arrange backup for critical departmental duties while on PTO or away from the office for an extended period of time. Provides phone reception duties as part of backup coverage for the reception area.

Requirements

Associates degree or equivalent knowledge and skill with one to two years of related work experience required.
Ability to self-motivate, function autonomously, think creatively and work effectively with many different personality types.
Possesses excellent interpersonal, communication and critical thinking skills and pays attention to detail.
Excellent computer program skills including Microsoft Office applications.
Adaptable, dependable and ethical.
Possess strong problem solving skills with ability to monitor own work for accuracy and thoroughness.
Ability to prioritize and plan work activities and use time efficiently.
Ability to occasionally work extended hours outside of standard MTN office hours.
Must maintain a valid driver’s license in accordance with MTN motor vehicle policy.
Must have reliable personal automobile transportation to be used with company reimbursement using IRS guidelines.
Must be able to travel within the service area by ground or air.
Ability to move up to 50 pounds and transfer short distances.
Possess ability to operate telephones, computers and office equipment.
Able to communicate clearly, diplomatically and accurately to convey information to MTN stakeholders in person, by phone and through documentation.

Nice To Haves

Bachelor’s degree, event planning experience and data entry skills preferred.

Responsibilities

Provides event planning and support activities including but not limited to; attendee and speaker communications, venue and vendor coordination, coordination of printed event materials, presentations, supplies and giveaways, and set-up, execution and tear-down of events.
Responsible for maintaining awareness of promotional product inventory levels and placing orders as directed by Leadership.
Responsible for managing departmental meetings to ensure smooth, thorough and timely meetings are accomplished at all times.
Provides scheduling and calendar management support for the departments
Responsible for department supply management including ordering all department specific supplies as requested by staff and approved by Leadership.
Provides expense report assistance to department Leaders by working with Leaders in reviewing staff expense reports and tracking data regarding supplies and food associated with education and event activities and providing Leaders with this report detail on a monthly basis.
Prepares requisitions through Fraxion as required.
Provides general support to department staff, management and regional offices as needed to accomplish staff daily responsibilities including mailings, general correspondence, meeting/event preparation, coordination of travel arrangements, and any additional tasks as requested.
Coordinates volunteer activities as requested.
Coordinates daily the timely collection and distribution of department outgoing and incoming mail.
Works collaboratively with organization Administrative Assistants (AA) to ensure consistencies of practice throughout the organization.
Also works with AA team to arrange backup for critical departmental duties while on PTO or away from the office for an extended period of time.
Provides phone reception duties as part of backup coverage for the reception area.