Administrative Support Professional (Asheville, NC)

LOCATION: Asheville, NC - this is an office-based position in Asheville, NC. The person in this position must live in North Carolina or within 40 miles of the NC border.

GENERAL STATEMENT OF JOB

The Administrative Support Professional position reports to Secretary to the Board. This position provides comprehensive support to the Board and Executive Support Team and Facilities Department. This position will work directly with members of the Board and Executive Support Team and the Facilities Department to ensure all work and initiatives are completed in accordance with defined expectations.

This role will also serve as a liaison between internal and external stakeholders; some communication/tasks requiring a high-level of discretion and confidentiality. This position required excellent verbal and written communication skills, complex calendar management experience, and the ability to effectively manage multiple projects with competing priorities. Additionally, this position provides back-up receptionist coverage, inventory and supply chain administrative support, and administrative duties for the Board and Executive Support Team and Facilities Department.

This position is Asheville-based, with an expectation of 5 days per week in the office and travel as needed to support Board and Regional Board operations, and Facilities Operations, across Vaya's 32-county catchment area.

ESSENTIAL JOB FUNCTIONS

Administrative Support Professional

General Support:

• Provide a full range of moderate to complex administrative support, as follows:
  1. Administrative support includes a high level of independent judgment and discretion, drafting correspondence, scheduling and coordinating meetings, assist with preparing reports, graphs, and presentations, along with maintaining electronic files and calendars.
  2. Detailed attention to proofreading and formatting of all correspondence and written documents, with proper spelling, grammar, and punctuation. Communication must be clear and professional in all formats (email, telephone, virtual, Teams, facsimile, etc.).
  3. Assist with employee travel and training forms, expense reimbursement processing, as well as credit card reconciliation according to applicable policies and procedures.
  4. Create purchase requisitions, route invoices and accompanying information for processing, and assist with budget tracking for team/ department.
  5. Provide administrative assistance on contracts within the supervisor's purview. This includes but is not limited to communicating with vendors, entering contracts and other documents into management software system(s), reviewing contracts for renewals, and tracking associated deadlines.
  6. Assist with the coordination of team/ department meetings and staff events, including drafting agendas, taking minutes, and handling associated logistics. This includes securing locations, participating in setup and breakdown, identifying required equipment and/or technology, refreshments, catering, supplies, etc., as requested or otherwise deemed necessary.
  7. Assist with training and conference registrations, including travel logistics, hotel accommodations, meeting spaces, and associated requests.
  8. Maintain and coordinate conference room and travel office reservations across the organization that require approval to ensure the requested meeting space is available, and triage double booking or scheduling conflicts resulting from meeting space requests, with guidance from supervisor.
  9. Create/ prepare documents, presentations and other materials using PowerPoint, Excel, Word, as requested; in addition to performing printing, coping, faxing, and shredding functions as needed.
  10. Maintain and organize documentation within Vaya electronic storage platforms as needed, including updating indexes, reports, documentation, receipts, etc.
  11. Perform other administrative tasks and handle special projects, as requested.

Inventory and Supply Chain:

• Serve as primary for Supply Chain management for all Vaya Staff, including but not limited to:
  1. Oversee supply chain management, restoking, and distribution process
  2. Manage inventory by stocking and cataloging office supply products
  3. Manage distribution of ordered supplies to employees
  4. Restock inventory through purchasing from approved vendors and suppliers, and confirm shipment arrival times
  5. Obtain estimates and price details from different vendors to compare costs
  6. Perform quality checks on stored inventory and discard inventory that does not meet established standards
  7. Update inventory count and maintain inventory records to share with management and other Vaya stakeholders
  8. Implement a loss prevention program to prevent theft
  9. Report inventory discrepancies that indicate theft to supervisor

Reception Coverage:

• Serve as primary back-up coverage for the Receptionist, as needed in accordance with the coverage schedule. This includes but is not limited to:
  • This position will provide coverage for the front desk at the Ridgefield office as needed to relieve the Receptionist for lunch breaks, annual leave, sick leave, and other coverage purposes. This position will coordinate with supervisor arrangements for additional reception coverage, as necessary.
  • Provide telephone coverage for Vaya Health and meet and greet visitors in the Administrative Offices of Vaya.
  • Enforce the visitor protocol including the sign in sheet with the confidentiality statement and dissemination of the visitor badges.
  • Route all calls to the appropriate department as well as roll over calls from multiple centers.
  • Assist in directing visitors to meeting rooms and/or offices within the building.
  • Provide instructions to walk-ins based on the nature of their business, i.e., assistance with where to research job opportunities using the Vaya Health Website, assistance with connecting with an internal business unit or team, or general information about Vaya Health.
  • Monitor the postage meter for prepaid funds and will notify Finance Personnel when the amount drops below $1,000.00 by email to View email address on click.appcast.io. Finance Personnel will also be notified for needed repair or meter supplies.
  • Monitor the reception shredding box and inform the Facilities Department shredding services when needed. Provide assistance to staff on basic or routine office procedure, e.g., maintenance requests, office supplies, etc.
  • Process all mail in accordance with applicable policies. Provide assistance to employees who have special mail requests, such as registered mail, overnight, return receipt mail requests, and other mailing needs.
  • Monitor the Vaya Main facsimile electronic mailbox, and route to the appropriate department, team, or employee.
  • Interact with consumers, stakeholders, providers, and the general public in providing information and in addressing their questions and concerns, as needed.

Other Duties as assigned

Note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

KNOWLEDGE, SKILLS, & ABILITIES

• Unquestionable personal code of ethics, integrity, diversity, and trust.
• Familiarity with SharePoint, PolicyTech, and Navex software products (PolicyTech, EthicsPoint).
• Excellent time management skills and the ability to manage competing priorities.
• Excellent oral and written communication skills are required, including thorough knowledge and excellent skills in English grammar, punctuation, and spelling.
• Excellent organizational skills with the ability to multi-task.
• Strong attention to detail, and extreme precision and accuracy is required for all tasks.
• Ability to complete complex calendaring and scheduling, including event management skills.
• Ability to work independently with little or no direction, demonstrate initiative, and function as a self-starter.
• Ability to complete tasks in a timely and accurate manner.
• Ability to be flexible to deal with unfamiliar situations.
• Ability to work collaboratively with individuals at all levels and with varying backgrounds both within and outside of Vaya and build strong working relationships.
• Ability to maintain the confidentiality of sensitive information in accordance with applicable laws, policies, and rules.
• Ability to prepare effective and accurate correspondence, draft letters on routine matters and perform routine office functions without referral to supervisor.
• Strong working knowledge of HIPAA privacy rules and familiarity with HIPAA security rules as they pertain to Vaya preferred.
• Good knowledge and proficiency in Adobe and Microsoft Office products (Word, Excel, Outlook, PowerPoint, etc.). In particular, must be proficient with Word, Excel and PowerPoint. Must be able to format and manipulate Excel documents for printing and presentation as well as Word and/or PowerPoint documents for distribution, printing and presentation.
• Thorough knowledge of standard office practices, procedures, and office assistance techniques.
• Thorough knowledge of record keeping practices and the ability to understand and carry out written procedures.
• Thorough knowledge of how to use standard office equipment, including printers, scanners and fax machines.

EDUCATION & EXPERIENCE REQUIREMENTS

• High school diploma or equivalent and 4-5 years of progressively responsible secretarial or clerical/administrative/office management experience

OR

• Completion of a two-year secretarial science or business administration program and two years of progressively responsible secretarial or clerical/administrative, office management experience

OR

• Completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related field; or an equivalent combination of training and experience.

OR an equivalent combination of education and experience .

Preferred work experience:

• 1-2 years office assistant/secretarial experience preferred.
• 1-2 years inventory control experience preferred.
• 1-2 years of experience in a related position that demonstrates the skill sets of customer service and inventory control and fulfillment.

Preferred licensure/certification:

• NC Notary Licensure

MENTAL/PHYSICAL REQUIREMENTS

• Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading.
• Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers.
• Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.
• Mental concentration is required in all aspects of work.

RESIDENCY REQUIREMENT: The person in this position is required to reside in North Carolina or within 40 miles of the North Carolina border.

SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation.

DEADLINE FOR APPLICATION: Open Until Filled

APPLY: Vaya Health accepts online applications in our Career Center, please visit

Vaya Health is an equal opportunity employer.