Administrative Assistant Organ Utilization - LifeCenter Northwest

Administrative Assistant Organ Utilization Job Details Job Location Bellevue - Bellevue, WA Position Type Full Time Salary Range $23.55 - $34.15 Hourly Description and Qualifications The Organ Utilization Administrative Coordinator is responsible for supporting the Organ Utilization Director and the department's Managers along with administrative tasks assigned to support the department's overall functioning. This role provides support to ensure department operations are consistent and the highest level of quality service and outcome is achieved, while exercising discretion on sensitive or confidential matters . ESSENTIAL JOB FUNCTIONS Administrative Responsibilities + Calendar management and meeting support - Manage the calendar of the Director of Organ Utilization and scheduling for the leadership team, scheduling meetings, booking meeting rooms, preparing agendas, and attending meetings to take minutes and track action items. + Manage onsite meetings scheduling, setup and catering in collaboration with central administration. + Document preparation - Generates data reports, documents, meeting agendas, meeting minutes/action items, mailings, and PowerPoint presentations. + Monthly expense reports - collects purchase receipts and accurately and timely completes the monthly expense report. + Travel coordination - books hotel, flights, rental vehicles, conference registrations, external meetings, etc. as requested. Departmental Support + Enter, maintain, and monitor staff schedules in Aladtec and Statline for all relevant positions (Surgical Organ Recovery Specialists, Surgical First Assists, Organ Utilization Coordinators, and Clinical Communications Coordinators). + Organize and support external transplant program meetings, Clinical Advisory Subcommittee meetings, and internal and external Organ Utilization and Clinical Services meetings. This includes managing meeting logistics, preparing materials, and taking minutes. + Prepare organ utilization presentations and offer acceptance reports, including Excel spreadsheets and PowerPoint presentations. + Support department hiring process tasks, including adding manager identified candidates in Paycom to the workflow in Teams, candidate tracking, scheduling candidates for hiring manager interview, and collaborating with People Resources to coordinate department resources for panel interviews. + Provide onboarding support for new hires including scheduling activities and required ordering materials as needed. + Partner with other Clinical Operations Administrative Coordinators to ensure cross-functional support as needed. + Support various administrative and strategic projects to ensure efficient operation of the Organ Utilization department. Research Program Support + Manage the receipt of research applications, track timelines, schedule meetings, and maintain the research program database. Other Responsibilities + Participates in organizational workgroups, including the cross-functional Administrative Team cohort. + Perform other duties as required by LifeCenter leadership, ensuring compliance with organizational policies, quality assurance standards, and regulatory requirements. + Follows other instructions/directions and will perform other related duties as required by the needs of LifeCenter and leadership team. + Participates in compliance, quality assurance, and performance improvement programs and initiatives. + Completes and submits a timely reconciliation of business expenses charged on his/her corporate VISA card, if applicable, and follow up on any issues in a timely manner. + Performs other administrative duties as required by the needs of the company and the leadership team. + Complies with applicable laws, regulations, and LifeCenter policies and procedures. KNOWLEDGE, SKILLS, ABILITIES + Ability to manage multiple tasks and prioritize competing demands. + Strong interpersonal skills, including diplomacy, confidentiality, and collaboration. + Excellent written and verbal communication skills with the ability to communicate effectively. + Highly organized and with keen attention to detail + Proactive team player with the ability to work independently. + Strong attention to detail and good follow-through. + This individual must demonstrate operating knowledge of computers with a demonstrable, intermediate level skill (at a minimum) with Outlook, Teams, Word, Excel, and other comparable software programs. BEHAVIORAL REQUIREMENTS The employee in this position must uphold the core values of LifeCenter; these include: + Integrity : We are trustworthy, reliable, respectful, and accountable. + Collaboration : We work in partnership with others, seeking to understand and be understood, and finding common ground and shared goals to build upon together. + Courage : We take personal responsibility and face challenges head-on. + Service : Through professionalism and dedication, we honor our commitment to serve others and our obligation to be good stewards of the gift of life . ANTICIPATED WEEKLY TIME COMMITMENT The duties of this position will typically require 37 hours per week. Because of the nature of this position the incumbent may need to work outside of regular business hours, including evenings and weekends, sometimes without advance notice. EDUCATION, EXPERIENCE & JOB REQUIREMENTS + A minimum of 1 year of general administrative support or program coordination position in an office environment required. + Experience in a health care environment or related field is preferred. + Understanding of medical terminology and experience supporting clinical functions is preferred. + Bachelor's degree preferred. + Relevant work experience can be considered as a substitution for academic requirements. + Proof of COVID-19 vaccination or applicable medical or religious exemption will be required as a condition of employment upon offer. Benefits and Compensation LifeCenter Northwest offers medical, dental, vision, basic life insurance, accidental death & dismemberment insurance, long-term disability insurance, and travel accident insurance. Employees have the option of enrolling in the following supplemental or voluntary plans: life insurance, short-term disability, accident insurance, hospital indemnity, critical illness coverage and pet insurance. Employees enrolled in our 403(b) program will receive an employer match of up to 7% after one year, employees are auto enrolled at 3% and may change their enrollment at any time. LifeCenter encourages all employees to find balance and well-being and provides all employees access to an Employee Assistance Program (EAP) and provides a quarterly Wellness Reimbursement. Employees enjoy paid holidays throughout the calendar year and earn 119 hours of PTO annually (to start) as well as Health Time Off hours that is earned 1 hour per 30 worked, paid living donor leave, two weeks paid jury duty leave after 6 months of service, and three weeks of paid parental leave after one year of service is complete. A comprehensive review of benefits can be found at https://lcnw.org/about/employment-opportunities/. The pay range for this role is provided above. Where a candidate's compensation falls within this range is based on several bona fide factors such as experience, tenure, and other specialized knowledge. LifeCenter Northwest is committed to providing its employees equitable and competitive compensation. This position is eligible for compensation in addition to the base pay in the form of overtime. LifeCenter Northwest is proud to be an Equal Opportunity Employer.