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Administrative Assistant

2 months ago

Seattle, United States Washington State Hospit Full time $50,000 - $75,000
Job DescriptionJob Description

JOB TITLE: Administrative Assistant

FLSA STATUS: Non-exempt

DEPARTMENT: Operations

REPORTS TO: Manager, Operations and Special Projects


HYBRID WORK OPPORTUNITY AVAILABLE


PAY RANGE: $50,000 to $75,000


BENEFITS: Medical HMO and PPO, Dental, Vision, Life, LTD, ADD, Safe Harbor 401K, Vacation 2 weeks/Office closed between observed 12/25 and Observed New Years, 9 holidays, 2 personal holidays, EAP


Core Value Statement

The Washington State Hospital Association will provide excellent customer service to our members and ensure the safety and wellbeing of our community and one another through the empowerment of each employee. We value integrity, collaboration and service. We are accountable to our members for innovative and cooperative efforts that anticipate needs, leverage resources and deliver solutions.

Position Summary:

The Administrative Assistant is responsible for providing operational support as assigned, especially within the office environment. This position maintains a high level of knowledge of WSHA administrative teamwork flows, policies, and procedures. This position requires the ability to interact with diverse groups and maintain confidentiality and a high level of discretion. Job duties include a variety of tasks that support the office environment and is responsible for providing a high level of customer service and professionalism to everyone who meets the association, including members, partners, vendors, guests, staff and the public. This person is essential in promoting a positive, professional, effective and efficient image of the association, and is an important part of a larger team of administrative professionals. This position will assist a department(s) with general support needs and/or a person(s) in a non-executive level position.

Overall Essential Duties and Responsibilities:

  • Clean and stock the employee kitchen and lunch area, including loading/unloading the dishwasher.
  • Restock conference room refrigerators.
  • Regularly water office plants.
  • Check incoming office supply orders ,re-stock where needed following inventory guidance and submit a list of supplies that need to be ordered to the Manager of Operations.
  • Fill all printers/copiers with paper regularly.
  • Organize, collate and keep a steady stock of membership packets.
  • Maintains online bookstore; process and fulfill orders, ordering new materials as needed.
  • Provide information to IT when a printer issue arises.
  • Ensure incoming and outgoing mail distribution is handled in an efficient, accurate, and timely manner, ensuring mail is distributed to staff mailboxes.
  • Maintains written log of all packages and registered mail deliveries and inform the appropriate staff of the delivery following the procedure.
  • Prepares and sends outgoing mail and courier parcels.
  • Support accounting by logging all incoming checks.
  • Prints and maintains current sign in log at the front desk. Scans completed logs and saves to the cloud.
  • Review message bounce backs and update WSHAConnect database contact information.
  • Support in-office meetings as needed and time allows by making coffee, assist with room set-up, distributing meals, greeting and guiding guests in the office.
  • Provides validation for guest parking when appropriate, following the parking validation guidelines.
  • Greets and responds to callers in a professional, courteous and helpful manner, and gives clear information or instructions.
  • Assists Mangers of Operations to maintain a tidy office space for all staff.
  • Assist with projects of moderate scope and complexity or components of larger projects.
  • Completes projects as outlined by Executive Assistants under supervision from Manager of Operations.
  • Maintains a working knowledge of the Association’s practices and procedures, adjusting as practices and procedures change. Follows standard procedures and practices and provides training and assistance to others within scope of own work.
  • Coordinates with others to gather routine information or solve problems to ensure accurate and timely completion of projects and/or assignments.
  • Effectively works with a variety of individuals as necessary, establishing and maintaining effective working relationships with others within and outside of the work group.
  • Maintains safe, clean and professional work area.
  • Formats provided newsletters and supports the work by publishing them using MailChimp or other online tools and conducts analysis on readership.
  • Provide support to print and assemble materials for meetings and conferences with Executive Assistant guidance.
  • Coordinate with Executive Assistant to arrange transportation for members or guests as requested.
  • Stores files on the common cloud drive using proper procedures. Cleans up and organizes files as needed.
  • Performs clerical work assignments involving the use of judgment and discretion in support of departments or non-executive individuals.
  • Make changes to and post materials on the WSHA website using WordPress, as directed.
  • Maintains a high degree of professional excellence characterized by sound judgment, initiative, and a high ethical standard.
  • Use and maintain standard office equipment such as printers, copiers, fax machines, etc. and capable of trouble shooting issues.
  • Uses standard word processing and related computer software packages.
  • Accountable for completion of own work assignments on time.
  • Coordinates with others to gather routine information or solve problems to ensure accurate and timely completion of projects and/or assignments.
  • Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and have a strong desire to learn new skills on an ongoing basis. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education/Experience:

  • High School Diploma or equivalent
  • Associate degree a plus
  • Experience in an office environment desired but not required.

Skills & Abilities:

  • Creates warm, welcoming, positive atmosphere for external and internal customers, providing outstanding customer service.
  • Independently or collaboratively solves problems/issues as they arise.
  • Uses basic writing and communication skills to communicate standard information.
  • Completes simple to moderate self-directed projects with little or no supervision.
  • Proven attention to detail and strong focus on timely completion of projects/assignments.
  • Work product is general free of errors.
  • Strong organizations skills.
  • Effective time management skills for handling multiple priorities and strict deadlines.
  • Able to remain flexible and adaptable in a changing environment.
  • High degree of personal initiative and follow-through on work assignments.
  • Excellent interpersonal and communication (written, verbal) skills required.
  • Exceptional customer service orientation required.
  • Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
  • Able to effective conduct research and prepare clear reports on findings.
  • Strong knowledge of English grammar, spelling, and punctuation.
  • Proven ability to successfully work with diverse groups of individuals.
  • Maintains a high degree of professional excellence characterized by sound judgment, initiative, and a high ethical standard.
  • Able to handle interruptions effectively and maintain accuracy of work.
  • Proven ability to coordinate, organize and prioritize and manage multiple assignments in a fast-paced environment.
  • Maintains confidentiality with sensitive information.
  • Able to successfully work independently or as a member of a team.
  • Proven ability to maintain a positive attitude and willingly engage in constructive dialog with others to self-manage conflict and resolve issues as necessary.
  • Comfortable giving and receiving feedback in a constructive manner to colleagues and supervisors

Computer Skills:

Proficient with computers and software, specifically, Microsoft Office Suite including Outlook, Word, Excel and PowerPoint and Adobe Acrobat a plus.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is typically performed in an office environment, with a moderate noise level. The position requires working in an office environment with the usual office equipment, including copiers, fax machines, and computers. The employee is frequently required to talk and hear on the telephone and in person with individuals and groups. The incumbent may carry materials/equipment weighing up to 25 lbs. on occasion. The incumbent is required to read and respond to documents in hard copy and electronic form. The position requires frequent or occasional travel within Washington State to member facilities, and on occasion, overnight travel is necessitated.