Administrative Assistant

Responsible for providing administrative support to the Family Services, Donor Family Aftercare and Education Departments.

ESSENTIAL JOB FUNCTIONS

1. Responsible for managing departmental meetings to ensure smooth, thorough and timely meetings are accomplished at all times. Tasks include outlook planning of all regular meetings, maintaining accurate distribution lists, providing reminders for staff, attendance tracking, ensuring all necessary equipment/supplies are available and working, coordinating food/refreshments, taking accurate meeting minutes and disseminating them timely.
2. Provides scheduling and calendar management support for the departments, including entering all standing meetings and events, ensuring the primary calendars are updated weekly and available to all staff, and reserving any necessary equipment for meetings/events as needed by the staff.
3. Responsible for department supply management including ordering all department specific supplies as requested by staff and approved by Leadership.
4. Provides expense report assistance to department Leaders by reviewing staff expense reports, tracking supply and food costs related to education and event activities, and providing Leaders detailed monthly reports.
5. Provides general support to department staff, and leaders as needed to accomplish staff daily responsibilities including mailings, general correspondence, meeting/event preparation and any additional tasks as requested.
6. Provides event planning and support activities which may include but not be limited to; attendee and speaker communications, venue and vendor coordination, coordination of printed event materials, presentations, supplies and giveaways, and set-up, execution and tear-down of events.
7. Responsible for generating and filing training certificates, as requested.
8. Coordinates, prepares and distributes timely monthly call schedules for family services department.
9. Responsible for preparing and distributing monthly donor family mailings, ensuring timely delivery each month.  Additionally, assists with the distribution of other correspondence as requested.
10. Records receipt of memorial contributions and provides timely acknowledgment letters to donors.
11. Coordinates the daily production and timely distribution of donor memorial cards and accompanying items.
12. Manages the daily collection and timely distribution of department’s outgoing and incoming mail.
13. Works collaboratively with the organization Administrative Assistants (AA) to ensure consistency of practice throughout the organization.  Also works with the AA team to arrange backup coverage for critical departmental duties during PTO or extended absences.
14. Provides phone reception duties as part of backup coverage for the reception area.

QUALIFICATIONS AND PHYSICAL DEMANDS

1. Associates degree or equivalent knowledge and skill with one to two years of related work experience required.  Bachelor’s degree, event planning experience and data entry skills preferred. 
2. Ability to self-motivate, function autonomously, think creatively and work effectively with many different personality types.
3. Possesses excellent interpersonal, verbal and written communication skills, along with critical thinking skills and strong attention to detail.
4. Proficient in computer programs, including Microsoft Office applications.
5. Adaptable, dependable and ethical.
6. Possess strong problem-solving skills with ability to monitor own work for accuracy and thoroughness.
7. Ability to prioritize and plan work activities and use time efficiently. 
8. Ability to occasionally work extended hours outside of standard MTN office hours.
9. Must maintain a valid driver’s license in accordance with MTN motor vehicle policy.  Must have reliable personal automobile transportation to be used with company reimbursement using IRS guidelines.  Must be able to travel within the service area by ground or air.
10. Ability to move up to 50 pounds and transfer short distances.
11. Possess ability to operate telephones, computers and office equipment.
12. Able to communicate clearly, diplomatically and accurately to convey information to MTN stakeholders in person, by phone and through documentation.
13. OSHA Category III – No exposure to bloodborne pathogens while performing assigned job duties.

MTN BEHAVIORAL COMPETENCIES

Belonging: Intentionally connects with colleagues by embracing differences and finding commonalities to create a workplace where all employees feel safe and genuine at work. Models the philosophy that lived experiences make individuals unique by respecting and seeking to understand beliefs, values and opinions that are new or different from their own. Represents through actions and influence, the idea that diverse perspectives make MTN stronger as we serve our mission.

Respect: Builds a positive and supportive foundation inviting open, honest, and clear communication. Fosters a sensitive, supportive, and trustworthy environment, which promotes active listening and strengthens rapport throughout all interactions. Cultivates teamwork through acceptance and inclusion by valuing differences and empowering strengths.

Excellence: Demonstrates excellence by going above and beyond, while maintaining compassion and humility in all interactions. Demonstrates a high rate of achievement and success for the organization through proactive objectives centered on the overall mission and vision. Consistently models a positive attitude, a willingness to help others, and a dedication to improvement. Takes full responsibility for their role and challenges themselves to find workable solutions.

Accountability: Demonstrates the highest ethical standards, by honoring commitments to each other and professional partners. Executes all interactions through honesty and transparency. Demonstrates responsibility and integrity through ownership of the mission. Utilizes resources appropriately.

Leadership: Empowers, mentors and encourages all staff, while displaying a high-level of professionalism. Demonstrates ability to cultivate teams and relationships through open lines of communication, honesty and respect. Handles challenges with compassion by developing trust through respectful feedback and support. Acts as a resource by providing the tools, which enable others to reach their highest potential.

It is the policy of Midwest Transplant Network (MTN) to provide equal opportunity in employment to all employees and applicants for employment.  No person will be discriminated against in employment because of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, ethnic origin, age, genetic information, disability, protected veteran status, arrest record, or any characteristic protected by applicable federal, state or local laws.  In addition, the organization complies with applicable state and local laws governing non-discrimination in employment in every location in which the organization has facilities.  This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, training, employee activities and general treatment during employment

MTN is committed to complying with state and federal disability laws and makes reasonable accommodations when requested by a qualified applicant or employee with a disability to enable the applicant or employee to be considered for the position they desire, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation would impose an undue hardship on the operation of MTN’s mission.