Administrative Assistant, Operations

Administrative Assistant, Operations

Join Us in Transforming Lives Every Day

At OneLegacy, every moment counts. As the nation's largest organ, eye, and tissue recovery organization, we are dedicated to saving lives and sharing hope. Guided by our values of integrity, compassion, stewardship, diversity and inclusion, urgency, innovation and excellence, and collaboration, our team works tirelessly to honor every gift of donation. This is more than a job; it's an opportunity to make a profound impact on countless lives.

Job Type: Full-time; Non-exempt

Work Hours: Monday - Friday from 8:30am - 5:00pm. Assigned days and/or shift can be changed according to staffing needs. Must be available evenings, holidays, and weekends as required.

Work Setting: In-person.

Location: Azusa

Travel: Occasionally required to travel by personal auto or air to meeting sites and other locations. May be required travel to County Vital Records offices, as needed.

Summary of Functions:

The Administrative Assistant, Operations (AAO) provides administrative, clerical, and operational support within the Public Education department/teams. The AAO will support the Communications Manager and department staff by helping with calendars and travel arrangements, drafting, and responding to correspondence, providing communicating with others, completion of their department expense reports, taking meeting minutes/notes, handling confidential information, and creating/organizing/filing various operations reports and records. The AAO is an active participant in the day-to-day department operations. Performs all duties and responsibilities in compliance with OneLegacy policies and procedures, regulations as outlined in the Code of Federal Regulations, and other applicable federal, state, and local laws.

Duties & Responsibilities: Essential Job Functions:

1. Assists Public Education staff in implementing Operation's various department specific tasks such as (but not limited to): updating leadership schedules; formatting of manager documents, packlist, and/or policies and procedures, as needed. 2. Assists with the planning and coordination of Operations leadership staff meeting, including but not limited to, creating meeting agendas, scheduling/calendaring meeting room location(s) for all OneLegacy facilities, notifying appropriate staff of meetings, arranges for lunch delivery, distributes necessary documents to meeting participants, and transcribes minutes Travels to off-site leadership meetings to making all necessary arrangements as needed for the Public Education leadership and/or their staffs. 3. Maintains statistical and financial records to reflect activities. Prepares reports and studies as requested. 4. Sets up and maintains electronic files, ensuring security of confidential information.

5. Assists with answering and screening transferred (to their workstations and cell phones) overflow incoming calls, takes messages, or transfers calls to the appropriate person or department. 6. Accepts deliveries and alerts recipients, and/or routes deliveries to the appropriate person/area, including daily mail (letter, inter-office envelopes, over-night delivered packages, etc.). 7. Ensures that adequate supplies are always on hand for the breakrooms by taking regular inventory, ordering supplies, and restocking the break rooms (e.g., food, drink, paper goods, washing supplies, etc.). 8. Coordinates Public Education participation at conferences including the coordination of registration, flights, and hotel lodging, as assigned. 9. Prepares reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software (Microsoft). 10. Coordinates and tracks Public Education department workflows and schedules related to projects, ensuring timely completion. 11. Oversees external and internal confidential matters regarding vendors/sponsors, offices, all information pertinent to donors/recipients, and OneLegacy finances. 12. Assists in maintaining online folders related to operational memos, budgets, or departmental performance stats for Public Education multiple teams/departments. 13. Maintains managers' call schedules, vacation requests, and Outlook calendars. 14. Assists as needed with creating managers' in-service presentations and reports: a. Creates and maintains files of in-service presentations and reports. b. Copies in-service packets as requested. c. Provides logistical support for in-service presentations and attends in-service if needed. d. Creates Excel data spread sheets and/or PowerPoint presentations 15. Attends department staff meetings, annual hazard communication and control safety training sessions, and/or completion of various mandatory online training courses. 16. Supports staff under the direction of the department managers for assigned projects. 17. Performs other duties as assigned.

Other Responsibilities:

1. Initiates online Facilities & Production ticket or calls for public education production operations' equipment repairs and/or service call; including but not limited to all food and beverage vendors, walkthroughs, scouts, tour and other office equipment, when necessary. 2. Submits online Helpdesk work orders (through IT/IS ticketing system) for all technical work orders, repairs, projects, and equipment, as needed. 3. Submits online Facility tickets to notify Facilities of event production support 4. Maintains a neat and organized workstation and environment. 5. Assists in maintaining event production supply inventories (para levels) for the Corporate and Redlands offices. 6. Performs all duties and responsibilities in compliance with safety guidelines, policies and procedures, regulations as outlined in the Code of Federal Regulations, and other applicable federal, state, and local laws. a. Performs quality control practices as defined by the policies and procedures. 7. Supports the organization's Standards of Professional Conduct as outlined in the OneLegacy Policies and Procedures, and the mission, vision, and values of the organization.

Communications:

1. Displays a consistent, professional degree of communication skills in person, on the phone, by e-mail and letters to internal and external persons, in the English language. 2. Must be comfortable working with people at all organizational levels and maintain professional conduct and appearance with all staff, leadership, and outside parties. 3. Greets visitors and escorts them to the appropriate person or department. 4. Maintains professional growth and development through continuing education and in-service meetings.

Secondary Job Functions:

(Although the following job functions have been identified as "secondary," any employee capable of performing the "secondary" job functions is expected to do so.) 1. Assists with administration and on-site support of OneLegacy's signature events, such as annual Run/Walk, Rose Parade Float activities, Donate Life Month, Donation and Transplantation Symposium, Various Parades, Family Support Services events, and other special Operations department events, as requested. 2. Assists in training new administrative personnel, acts as administrative back-up to department EA and production deparment 3. Assists in ensuring the compliance with local and state fire and safety codes. 4. Prepares reports, memos, letters and other documents, spreadsheet, database updates and presentations via Microsoft Suite software.

Skills and Abilities:

1. Compassion, patience, and empathy working with people in crisis and those in grief. 2. Recognizes limits/boundaries and appropriately seeks help. 3. Ability to honor and be sensitive to cultural, ethnic, religious, and socioeconomic diversity 4. Flexibility and ability to be productive and work with interruptions. 5. Interpersonal skills, including the ability to create a positive impression and to deal courteously with all levels of management, staff, hospital personnel, vendors, and the public through telephone, written and in person communications is essential. 6. A minimum of intermediate level MS Office Suite computer skills, with the ability to perform word processing, and utilize spreadsheets, databases, and graphics programs. 8. Ability to prepare and edit complex MS Office Suite documents. 9. Ability to multitask, prioritize and bring projects and tasks to completion in a timely manner. 10. Ability to assume responsibility with limited direct supervision; including exercising initiative and judgment; and make decisions within the scope of assigned authority. 11. Strong organizational, detail and time management skills, essential. 12. Demonstrated dependability, sense of urgency, and high attention to detail. 13. Extensive calendar organization skills and handling of high volume of phone calls and emails. 14. Must have the ability to work in fast paced environment 15. Knowledge of medical terminology is helpful. 16. Ability to maintain confidentiality of all information. 17. Must have legible handwriting and good telephone etiquette. 18. Flexibility and willingness to learn new tasks.

Physical Environment/Working Conditions:

Location: All facilities or locations of OneLegacy and in the Donor Service Area (DSA). Travel: Occasionally required to travel by personal auto or air to meeting sites and other locations. May be required travel to County Vital Records offices, as needed. Work Hours: Performs a forty-hour workweek as determined by assigned shift. Assigned days and/or shifts can be changed according to staffing needs. Must be available to work evenings, holidays, and weekends and overtime as required or assigned.

Job Qualifications and Requirements:

Education: Minimum of associate degree with a concentration or minor in computer science. Experience: Minimum