Administrative Assistant I

WHY CHOOSE SDBB?
At San Diego Blood Bank, we provide Southern California regional hospitals with a wide range of blood banking services. These include blood collection, component preparation, platelet­pheresis, plasmapheresis, leukapheresis, washed blood, frozen blood, autologous storage, designated donation services, and a reference laboratory. San Diego Blood Bank’s Cord Blood Banking Program provides lifesaving stem cell transplants to patients worldwide.

 

Founded in 1950, San Diego Blood Bank has been an important institution in the San Diego community for decades. Today, SDBB is continuing to grow to meet the changing needs of our healthcare community.

 

San Diego Blood Bank is a 501(c)(3) nonprofit organization also operating as Southern California Blood Bank. We serve hospitals in San Diego, Los Angeles and Orange Counties. We are the primary blood provider to Rady Children’s Hospital-San Diego and the safety net for hospitals in our region. Every year, more than 150,000 units of blood provided by San Diego Blood Bank are transfused into patients of all ages, socio-economic and ethnic backgrounds throughout Southern California. These patients are struggling with life-threatening medical conditions including cancer and other blood disorders, severe burns, organ transplants, emergency surgery, trauma, childbirth complications and more.

 

Under supervision serves as the first point of contact for visitors, vendors and staff, providing excellent customer service and ensuring smooth front-office operations. This position performs administrative support activities for various departments. . This position is the administrative professional who relieves the staff and management of routine administrative tasks by providing prompt, courteous, efficient administrative support, and a high level of customer service. This Administrative Assistant will be available and pro-actively engage with all employees to ensure that administrative needs are accomplished. This position performs administrative tasks including fielding telephone calls, accommodating, and directing visitors, word processing, creating spreadsheets and presentations, and maintain files. This position will interact with other administrative peers, management, guests, hospitals, vendors, potential donors, and contacts at all levels of the organization in a positive and cooperative manner.

• Greet and welcome visitors, donors and staff in a professional and friendly manner.
• Screen calls, visitors, and direct them to the appropriate departments or individuals.
• Monitor and manage visitor sign-in procedures to ensure compliance with company policies.
• Assist leadership team with calendar maintenance, meeting coordination, catering, travel coordination, data entry, validations, and expense reports, and reimbursements.
• Assist with correspondence, spreadsheets, organizational charts, presentations, and document preparation.
• Assist hiring managers and human resources with recruitment as directed.
• Support new hire onboarding, including preparation of office spaces, equipment, and upkeep.
• Coordinate and distribute incoming mail, packages, and direct courier deliveries. Handle all mailroom supply ordering.
• Assist with maintaining appropriate documentation that is accessible, organized and current including SOP’s, equipment manuals, regulatory documents, licensures and trainings.
• Participate in departmental meetings and assist with agenda creation and meeting minutes
• Maintain conference room bookings, schedules to ensure meeting readiness.
• Monitor customer service email box and route to appropriate departments.
• Create visitor badges, maintain and distribute updated phone extension lists.
• Assist with budget tracking and billing.
• Provides back-up coverage and support in absence of other Administrative Assistants.
• Participates in training and mentoring of newly hired administrative staff and ensure that they have acquired the necessary knowledge and are provided with the tools needed to fulfill their role within the company.
• Assist in coordination and set up of organization-wide events and team building activities.
• Communicates with various departments to understand evolving expectations and takes ownership of issues while providing timely responses.
• Expedites approved on and off-site business-related errands.
• Adheres to good manufacturing practices (GMP) guidelines.
• Supports the SDBB safety, GMP and Quality Plan.
• Understands and adheres to the policies, procedures and standards developed as part of the San Diego Blood Bank Compliance Program.
• Performs other duties as assigned.

• Minimum of 2 years of related experience in administrative support, reception.
• Proficiency in MS Office - Excel, Power Point, Word, Outlook
• Type 40 wpm
• Exceptional interpersonal communication skills, both written and verbal.
• Ability to multitask, prioritize, and manage time efficiently.
• Strong organizational skills and attention to detail
• Problem solving skills and a proactive approach to tasks.
• High level of integrity with the ability to handle sensitive and confidential information with discretion.

• Employees working 30 or more hours per week are eligible for employer sponsored health benefits (Medical, Dental, & Vision plans)
• Earn up to 120 hours of paid vacation in your first year.
• 7 paid Holidays 1 personal holiday provided annually.
• 40 hours of paid sick time provided annually.
• 403b retirement plan with 3% employer match starting on your first day.
• Employee Assistance Program - Free for employees and their families
• Service Awards and recognition.