Administrative Assistant

Customer Service

1. Greets and registers visitors in a professional and friendly manner.

2. Provides primary office telephone support using a multi-line phone system including answering calls, delivering messages to appropriate people or voicemails, and contacting staff members as needed.

3. Provides callers with basic information such as company address, directions, fax numbers, website, and other related information. May address basic questions regarding organ, tissue, and eye donation or direct to appropriate person.

4. Serves as the primary contact for general office inquiries for both internal and external stakeholders and provides appropriate information as needed.

Administrative Support

1. Maintains, organizes, and orders office supplies for NFH offices including satellite offices within the donation service area.

2. Manages the ordering process for company clothing items, including uniforms, branded apparel, and promotional items.

3. Monitors budget allocations for clothing orders and ensures expenses are within the provided budgetary limits.

4. Processes order requests, including gathering necessary information, completing purchase orders, and tracking orders through delivery.

5. Handles any issues related to clothing and other related gear orders including returns or exchanges as needed.

6. Assists with coordinating new hire orientation and prepares first day packets and NFH 'swag bags.' May assist with room set up for new hire orientation as well as other NFH related events.

7. Types correspondence and reports from rough drafts, making changes in grammar, punctuation or spelling as needed. Prepares special and recurring reports as requested, potentially containing sensitive and confidential information.

8. Coordinates travel arrangements for staff, including booking flights, accommodations, and transportation, while ensuring schedules align with organizational needs and budget guidelines.

9. Maintains monthly birthday and anniversary recognition assignments.

10. Assists with the facilitation and follow up of all shadowing and volunteer requests monthly.

11. Receives and distributes incoming mail, packages, and deliveries. Posts outgoing mail.

12. Maintains regular communication with the Eye Bank on a quarterly basis to acquire updated signature logs for newly onboarded staff. Conducts thorough reviews of existing files, ensuring accuracy, and archives signature logs for former employees.

13. Manages the breakroom supplies, serving as contact for distributors such as coffee and other related items.

14. May assist other departments with various administrative tasks as assigned.

15. Manages calendars and schedules appointments as needed.

16. Assists with administrative tasks such as filing, data entry, and document preparation including scanning and uploading medical charts.

17. Assists with special projects or tasks as needed.

18. Upholds confidentiality and handles sensitive information with discretion.

Meetings and Events

1. Coordinate and schedule onsite and offsite meetings, appointments, and events.

2. Assists with meeting scheduling, arranging lunches and dinners as needed, as well as may set up rooms for various events such as All Team Meetings, Board Meetings, and other onsite matters.

Special Projects and Other Duties

1. Assists with special projects and duties such as the scanning and electronic organization of paper files and medical records.

2. Coordinate with vendors or building management for facility-related concerns.

3. Performs additional tasks and projects as assigned by the Director of HR or leadership team.