Administrative Assistant

3 weeks ago

Richmond, United States United Network for Organ Sharing Full time

**Position Description**

The Administrative Assistant provides high-level confidential administrative support to a pool of 5-6 UNOS Directors. The Administrative Assistant will play a crucial part in supporting the operational efficiency of our organization by managing various administrative tasks and providing essential support to the Director team. The Administrative Assistant manages the day-to-day administrative affairs of the Directors, scheduling appointments, coordinating administrative tasks, managing travel, and overseeing office administrative operations. The ideal individual is someone who is proactive and resourceful and thrives in a dynamic environment.

**Key Responsibilities**:
***
- **Calendar and Meeting Management**: Coordinate and manage schedules for Directors, including arranging meetings, appointments, and conference calls. Ensure timely communication and updates regarding meeting schedules and agendas.
- **Expense Reimbursement Management**: Facilitate the reimbursement process for Director-incurred expenses, including accurately recording and tracking expenses, preparing expense reports, and liaising with finance personnel to ensure timely reimbursements.
- **Onboarding and Offboarding Support**: Assist with the onboarding process for new staff members by coordinating orientation schedules, preparing necessary paperwork, and providing logístical support. Similarly, support offboarding processes by facilitating necessary paperwork.
- **Logistical Coordination**: Coordinate logístical arrangements for large, planned meetings, including venue selection, catering, audiovisual equipment setup, and attendee accommodations. Additionally, manage office supplies inventory to ensure adequate stock levels.
- **Collaboration**:Actively contribute to our culture of collaboration and knowledge sharing. This entails working closely with administrative staff across functional areas to share best practices, streamline processes, and foster a cohesive support team environment.

**Minimum Requirements**

2+ years of administrative support experience required. 3-5 years strongly preferred.

**Critical Skills**
- Proficiency in Microsoft Office suite (Teams, Word, Excel, PowerPoint, Outlook)
- Ability to operate independently and meet deadlines on time with limited supervision
- Ability to work in an open, transparent and collaborative environment
- Exceptional organizational abilities
- Experience managing schedules for multiple leaders facing multiple demands and competing priorities
- Professional demeanor as well as excellent oral and written communications skills
- Attention to detail and ability to work under pressure, and adapt quickly to shifting priorities

**Additional Skills & Qualifications**
- Excellent problem solving skills
- Knowledge of SharePoint desired

**Education**

High school diploma or equivalent. 4-year degree in business or other related field of study highly desired.

**Physical Requirements**

General office demands

About Us

The United Network for Organ Sharing (UNOS) coordinates the nation’s organ transplant system, providing vital services to meet the needs of men, women and children awaiting lifesaving organ transplants. Based in Richmond, Va., UNOS is a private, nonprofit membership organization.
UNOS members encompass every transplant hospital, tissue matching laboratory and organ procurement organization in the United States, as well as voluntary health and professional societies, ethicists, transplant patients and organ donor advocates.

Top workplace in Richmond since 2014

UNOS is a great place to work We have been named a Top Workplace in Richmond by the _Richmond Times-Dispatch _for 10 years in a row.

Virginia Values Veterans Certified

UNOS is V3-certified V3- Certified companies work with the Department of Veterans Services and other strategic partners to support Virginia’s Veterans.

UNOS Benefits

For information on UNOS, including more information on employee benefits, take a look at the UNOS Employee Benefits Summary.

Authorization

Must be authorized to work in the US. Sponsorship is not available for this position.

Agency Statement

No Agencies Please.

UNOS provide equal employment opportunity for all applicants and employees. It will not unlawfully discriminate or permit harassment against any employee or applicant on the basis of race, ethnicity, color, religion, national origin, gender, age, disability, familial or marital status, military or veteran status, sexual orientation, gender identity and expression, genetic information, or any other characteristics or classification protected under applicable law (“protected categories”). This policy applies not only to hiring, but also to working conditions, benefits and privileges of employment, training, appointments for advancement, transfers, layoffs, recalls, terminations of employment and all other terms and conditions of employment.

UNOS is also an affirmative action employer. It tak

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