Administrative Assistant
Reports to: Dirrector, Suburban Operations
FLSA Status: Non-Exempt
SUMMARY
Responsible for the coordination and management of all administrative, clerical and support office functions for an assigned Suburban offices. This job is located in Blue Bell, PA.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
· Provides administrative support to the Director, Suburban Operations, Blood Services Support and Suburban Office staff.
· Develop yearly objectives in conjunction with Director, Suburban Operations.
· Prepare Suburban Office reports, forms, letters, surveys.
· Maintains appropriate level of supplies and materials needed to support readiness of Chapter programs.
· Responsible for maintenance of all systems, files, and office equipment.
· Prepare and maintain schedules.
· Coordinate the scheduling of volunteers, drivers, room and vehicle reservations. Solve problems related to volunteer coverage. Consult with Suburban Office staff when necessary.
· Maintain volunteer data, mailing lists, training documentation.
· Operate in accordance with Chapter SOPs. Maintain Suburban Office SOP manuals.
· Process and maintain current volunteer drivers license verifications, driver IDs, vehicle information.
· Participate in Suburban Office and interdepartmental meetings and task forces as assigned.
· Read and route incoming mail.
· Prepare and coordinate outgoing mailings.
· Compose and type routine correspondence, newsletters, and recruitment materials.
· Answer telephone and give information to callers or route call to appropriate person and place outgoing calls.
· Greet visitors, ascertain nature of business, and conduct visitors to appropriate person.
· Record minutes of meetings.
· Make copies of correspondence or other printed matter.
· Assume fiscal responsibility for office supplies and equipment.
· Maintain and promote operational excellence to internal and external customers.
· Implement general office standards of performance to maintain a neat, professional, clean and secure office.
· Provide technical support through knowledge and use of IBM PC, Outlook, Windows, Access, Word, Excel, Volunteer Database Management and Suburban Web page.
· Assist in maintenance and readiness of vehicles housed in Suburban area.
· Assist in providing orientation, training and supervision for Suburban Office volunteer staff aides. Check work for accuracy and neatness, ensuring that deadlines are met.
ADDITIONAL DUTIES AND RESPONSIBILITIES include the following:
· Meet customer services standards of the Chapter.
· Own transportation and ability to travel independently to sites within the SEPA Chapter area as necessary.
· Other Duties as assigned by supervisor.
SUPERVISORY RESPONSIBILITIES
Assist in the supervision of the Suburban Office volunteers who work on schedules, reports and records. Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include planning, assigning, and directing work; addressing complaints and resolving problems.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Associate's degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience, preferably experience working with volunteers.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, service level agreements, and procedure manuals. Ability to produce and proofread routine reports and correspondence. Ability to effectively present information and respond to questions from groups of managers, volunteers, clients, customers and the general public.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS
Current driver's license and clear driving record.
OTHER SKILLS AND ABILITIES
Proficient in Word, Outlook, Excel, Access, Volunteer database management. Ability to learn new applications as assigned in a timely manner. Ability to multi task and prioritize in a detail oriented environment. Must type at least 50 wpm. Ability to work independently. Good organizational skills. Own transportation required.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
