JOB SUMMARY: 

Under the direct supervision of the Talent and Culture Business Partner (TCBP) this position provides project, administrative, and office support for the Human Resources (HR), Operations, and Quality Control departments. The primary function of this position is records maintenance but will also, perform duties such as coordination of meetings and conferences, obtaining supplies, managing of medication deliveries, screening calls, and resolving issues when able and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

HUMAN RESOURCES

1. Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for members of the Leadership team.
2. Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
3. Answers phones for the office. Takes messages or fields/answers all routine and non-routine questions. Directs calls to appropriate staff members when needed.  Organizes and prioritizes large volumes of information and calls.
4. Acts as a liaison with other departments and outside agencies, including the executive Leadership team. Handles confidential and non-routine information, explains procedures when necessary.
5. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the Leadership team, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures, and planning events.
6. Responsible for managing the upkeep and organization of physical office space including maintaining kitchen supplies.

OPERATIONS

1. Establishes, develops, maintains and updates filing system for client records and training files. Retrieves information from files when needed.
2. Receives and signs in medication deliveries at the office. Distributes to staff as needed. With the possibility of running medication delivery to sites.
3. Serves as the initial contact for new client inquiries and completes appropriate forms.
4. Orders and manages monthly PPE (personal protective equipment) supplies and distributes monthly to all employees.

QUALITY CONTROL

1. 1. Generates and updates forms according to ISO document control process.
2. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

BUSINESS ADMINISTRATION RESPONSIBILITIES

1. Ensure hours worked are recorded accurately and submitted within designated timelines.
2. Regularly check email and other forms of electronic messaging and respond to communications within 48 hours or immediately in urgent/time-sensitive situations.
3. Provide mentoring, support, and/or assistance to colleagues as necessary or as directed.

REQUIREMENTS

EDUCATION AND EXPERIENCE

REQUIRED EDUCATION AND EXPERIENCE

1. High school diploma.
2. Two years of administrative experience.

PREFERRED EDUCATION AND EXPERIENCE

1. Associate degree.
2. Two years of related experience.

 ADDITIONAL ELIGIBILITY QUALIFICATIONS

Ongoing quarterly training to be completed in the competencies that are required for this position.

 BUSINESS AND TECHNICAL SKILLS

1. Technical Capacity.
2. Personal Effectiveness/Credibility.
3. Thoroughness.
4. Collaboration Skills.
5. Flexibility.
6. Professionalism.
7. Business Etiquette.
8. Business Communication Proficiency.
9. Proficiency in Microsoft Office.

COMMUNICATION/INTERACTION SKILLS 

1. Verbal and written skills to effectively communicate information to various audiences and customers.
2. Ability to effectively work as a team member and promote a positive work culture.

SELF MANAGEMENT SKILLS

1. Ability to maintain regular attendance as scheduled, be punctual & maintain accurate record of hours worked.
2. Ability to organize self and work activities and take initiative to accomplish tasks.
3. Demonstrate cooperative attitude and tolerance for stress when confronted with critical situations.
4. Ability to maintain confidentiality, integrity and accountability within the scope of responsibilities.

GENERAL REQUIREMENTS AND WORKING CONDITIONS

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS 

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

POSITION TYPE AND EXPECTED HOURS OF WORK

This is a full-time position. Days and hours of work are Monday through Friday, 8:15 a.m. to 5:15 p.m. with an hour lunch break.

Benefits Eligible: PTO/Medical/Dental/Vision/Life

Hourly; Non-Exempt