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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

Employment Classification: Non-exempt

Department: Operations

Reporting To: Manager, Operations and Special Projects

Hybrid Work Arrangement Available

Salary Range: $50,000 to $75,000

Employee Benefits: Medical HMO and PPO, Dental, Vision, Life Insurance, Long-Term Disability, Accidental Death and Dismemberment, Safe Harbor 401K, Two Weeks Vacation, Office Closure Between December 25 and New Year’s Day, Nine Holidays, Two Personal Days, Employee Assistance Program

Core Values

The Washington State Hospital Association is committed to delivering exceptional service to our members while ensuring the safety and well-being of our community and each other through empowering our workforce. We prioritize integrity, collaboration, and service, holding ourselves accountable to our members through innovative and cooperative efforts that anticipate needs, utilize resources, and provide effective solutions.

Role Summary:

The Administrative Assistant plays a crucial role in delivering operational support as needed, particularly within the office setting. This position requires a comprehensive understanding of WSHA administrative workflows, policies, and procedures. The individual must possess the ability to engage with diverse groups while maintaining confidentiality and exercising discretion. Responsibilities encompass a variety of tasks that enhance the office environment, ensuring a high standard of customer service and professionalism for all interactions with members, partners, vendors, guests, staff, and the public. This role is integral in fostering a positive, professional, and efficient image of the association and is part of a broader team of administrative professionals. The position will provide support to departments and/or individuals in non-executive roles.

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.
  • Coordinate with IT for printer-related issues.
  • Efficiently handle incoming and outgoing mail distribution, ensuring timely delivery to staff mailboxes.
  • Keep a written log of all package and registered mail deliveries, notifying appropriate staff as per procedures.
  • Prepare and dispatch outgoing mail and courier packages.
  • Assist the accounting department by logging incoming checks.
  • Maintain the front desk sign-in log and ensure it is scanned and saved to the cloud.
  • Review and update contact information in the WSHAConnect database.
  • Support in-office meetings by preparing refreshments, assisting with room setup, and welcoming guests.
  • Provide parking validation for guests as per guidelines.
  • Answer calls professionally and courteously, providing clear information and assistance.
  • Assist the Manager of Operations in maintaining an orderly office environment.
  • Contribute to projects of moderate complexity or assist with components of larger projects.
  • Complete tasks 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. Provide training and support to others within the scope of work.
  • Collaborate with others to gather routine information or resolve issues, ensuring timely project completion.
  • Establish and maintain effective working relationships with a diverse range of individuals.
  • Ensure a safe, clean, and professional workspace.
  • Format and publish newsletters using MailChimp or similar tools, analyzing readership data.
  • Assist in preparing materials for meetings and conferences under the guidance of the Executive Assistant.
  • Coordinate transportation arrangements for members or guests as needed.
  • Organize and store files on the common cloud drive, ensuring proper procedures are followed.
  • Perform clerical tasks requiring judgment and discretion in support of departments or non-executive individuals.
  • Update and post materials on the WSHA website using WordPress as directed.
  • Exhibit a high standard of professional excellence, characterized by sound judgment, initiative, and ethical conduct.
  • 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.
  • Other duties as assigned.

Supervisory Role:

This position does not have supervisory responsibilities.

Qualifications:

To excel in this role, candidates must demonstrate the ability to fulfill essential duties satisfactorily and possess a strong willingness to learn continuously. The following qualifications are representative of the knowledge, skills, and abilities required:

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 deadlines.
  • Adapt flexibly to changing environments.
  • Show a high degree of personal initiative and follow-through on assignments.
  • Possess excellent interpersonal and communication skills (both written and verbal).
  • Maintain a strong customer service orientation.
  • Identify and resolve 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.
  • Work effectively with diverse groups of individuals.
  • Exhibit a high standard of professional excellence characterized by sound judgment and initiative.
  • Handle interruptions effectively while maintaining work accuracy.
  • Coordinate, organize, and prioritize multiple assignments in a fast-paced environment.
  • Maintain confidentiality regarding sensitive information.
  • Work successfully 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 computer use and software applications, particularly Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and 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 setting with a moderate noise level. It requires working with standard office equipment, including copiers, fax machines, and computers. The employee frequently communicates verbally and in writing with individuals and groups. Occasionally, the incumbent may need to carry materials or equipment weighing up to 25 lbs. The position involves reading and responding to documents in both hard copy and electronic formats. Occasional travel within Washington State to member facilities may be required, including overnight travel.