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Office Support Specialist

2 months ago

Seattle, Washington, United States Washington State Hospit Full time
Job Overview

POSITION TITLE: Administrative Assistant

FLSA STATUS: Non-exempt

DEPARTMENT: Operations

REPORTS TO: Manager, Operations and Special Projects

HYBRID WORK OPPORTUNITY AVAILABLE

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

EMPLOYEE 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 Values

The Washington State Hospital Association is committed to delivering exceptional service to our members while ensuring the safety and wellbeing of our community. We prioritize integrity, collaboration, and service, holding ourselves accountable for innovative and cooperative efforts that anticipate needs, leverage resources, and provide effective solutions.

Position Summary:

The Administrative Assistant plays a crucial role in delivering operational support within the office setting. This role requires a comprehensive understanding of WSHA administrative workflows, policies, and procedures. The individual must be adept at interacting with diverse groups while maintaining confidentiality and exercising discretion. Responsibilities encompass a variety of tasks that enhance the office environment, ensuring a high level of customer service and professionalism to all stakeholders, including members, partners, vendors, guests, staff, and the public. This position is vital in fostering a positive, professional, and efficient image of the association and is integral to a larger team of administrative professionals. The role will assist departments with general support needs and provide assistance to non-executive personnel.

Key Responsibilities:

  • Maintain cleanliness and organization of the employee kitchen and lunch area, including managing the dishwasher.
  • Restock conference room supplies as necessary.
  • Regularly care for office plants.
  • Monitor incoming office supply orders, restocking as needed, and communicate supply needs to the Manager of Operations.
  • Ensure printers and copiers are consistently stocked with paper.
  • Organize and maintain a steady supply of membership packets.
  • Manage the online bookstore, processing orders and acquiring new materials as required.
  • Provide IT with information regarding printer issues.
  • Oversee efficient distribution of incoming and outgoing mail, ensuring timely delivery to staff mailboxes.
  • Keep a written log of all packages and registered mail deliveries, notifying appropriate staff as per procedure.
  • Prepare and dispatch outgoing mail and courier parcels.
  • Support accounting functions by logging incoming checks.
  • Maintain a current sign-in log at the front desk and manage digital records.
  • Review message bounce backs and update contact information in the WSHAConnect database.
  • Assist with in-office meetings by preparing refreshments, setting up rooms, and welcoming guests.
  • Provide parking validation for guests as needed, adhering to guidelines.
  • Respond to phone inquiries in a professional and courteous manner, providing clear information.
  • Assist Operations Managers in maintaining a tidy office environment.
  • Contribute to projects of moderate scope or components of larger initiatives.
  • Complete assignments as directed by Executive Assistants under the supervision of the Manager of Operations.
  • Stay informed about the Association's practices and procedures, adapting to changes as necessary.
  • Collaborate with others to gather routine information or resolve issues to ensure timely project completion.
  • Build and maintain effective working relationships with colleagues and external partners.
  • Uphold a safe, clean, and professional workspace.
  • Format and publish newsletters using MailChimp or similar tools, analyzing readership metrics.
  • Assist in preparing materials for meetings and conferences under Executive Assistant guidance.
  • Coordinate transportation arrangements for members or guests as requested.
  • Organize and store files on the cloud drive, ensuring proper procedures are followed.
  • Perform clerical tasks requiring judgment and discretion in support of departments or non-executive staff.
  • Update and post materials on the WSHA website using WordPress as directed.
  • Exhibit a high degree of professional excellence characterized by sound judgment and initiative.
  • Utilize and maintain standard office equipment, troubleshooting issues as they arise.
  • Employ standard word processing and related software packages effectively.
  • Ensure timely completion of assigned work tasks.
  • Collaborate with others to gather routine information or resolve issues for accurate project completion.
  • Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

This position does not have supervisory responsibilities.

QUALIFICATIONS:

To excel in this role, an individual must demonstrate the ability to perform essential duties satisfactorily and possess a strong desire for continuous learning. The qualifications listed below represent the necessary knowledge, skills, and abilities.

Education/Experience:

  • High School Diploma or equivalent
  • Associate degree preferred
  • Experience in an office environment is desirable but not mandatory.

Skills & Abilities:

  • Foster a warm and welcoming atmosphere for both external and internal customers, delivering outstanding service.
  • Independently or collaboratively address problems as they arise.
  • Utilize basic writing and communication skills to convey standard information.
  • Complete simple to moderate self-directed projects with minimal supervision.
  • Demonstrate attention to detail and a strong focus on timely project completion.
  • Produce work that is generally free of errors.
  • Exhibit strong organizational skills.
  • Manage time effectively to handle multiple priorities and meet strict deadlines.
  • Remain flexible and adaptable in a dynamic environment.
  • Show initiative and follow through on assignments.
  • Possess excellent interpersonal and communication skills (both written and verbal).
  • Exhibit a strong customer service orientation.
  • Identify and address standard problems, referring complex issues to appropriate staff.
  • Conduct research and prepare clear reports on findings.
  • Demonstrate strong knowledge of English grammar, spelling, and punctuation.
  • Successfully collaborate with diverse groups of individuals.
  • Maintain a high standard of professional excellence characterized by sound judgment and initiative.
  • Effectively manage interruptions while maintaining work accuracy.
  • Coordinate, organize, and prioritize multiple assignments in a fast-paced environment.
  • Uphold confidentiality with sensitive information.
  • Work effectively both independently and as part of a team.
  • Maintain a positive attitude and engage in constructive dialogue to manage conflict and resolve issues.
  • Comfortably give and receive feedback in a constructive manner.

Computer Skills:

Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; familiarity with Adobe Acrobat is a plus.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

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

This role is typically performed in an office environment with moderate noise levels. The position requires the use of standard office equipment, including copiers, fax machines, and computers. The employee frequently communicates via telephone and in person with individuals and groups. Occasional lifting of materials/equipment weighing up to 25 lbs. may be required. The role involves reading and responding to documents in both hard copy and electronic formats. Occasional travel within Washington State to member facilities may be necessary, including overnight trips.