Administrative Assistant - Kentucky Organ Donor Affiliates

Do you have a compassionate heart, excellent organization skills, and a passion for helping others? If so, Kentucky Organ Donor Affiliates (KODA) invites you to apply for this opportunity to join our dedicated team as an Administrative Assistant.

The Administrative Assistant plays a key role in providing administrative support to ensure the efficient operation of the office. The Administrative Assistant is responsible for greeting guests, managing phone calls, coordinating meetings and offsite events, handling travel arrangements, managing calendars, overseeing office supplies, and serving as the primary point of contact for internal and external general inquiries. This role also assists HR with new hire preparation and coordinating orientation. Some of the responsibilities include:

1. Customer Service: Greets and signs in visitors in a professional and friendly manner. Provides primary office telephone support using a multi-line phone system including answering calls, delivering messages to appropriate people or voicemails, and contacting staff members as needed. Provides callers with basic information such as company address, directions, fax numbers, website, and other related information. May address basic questions regarding organ, tissue, and eye donation or direct to appropriate person. Serves as the primary contact for general office inquiries for both internal and external stakeholders and provides appropriate information as needed.
2. Administrative Support: Maintains, organizes, and orders office supplies for KODA offices including satellite offices within the donation service area. Manages the ordering process for company clothing items, including uniforms, branded apparel, and promotional items. Monitors budget allocations for clothing orders and ensures expenses are within the provided budgetary limits. Processes order requests, including gathering necessary information, completing purchase orders, and tracking orders through delivery. Handles any issues related to clothing and other related gear orders including returns or exchanges as needed. Assists with coordinating new hire orientation and prepares first day packets and KODA 'swag bags.May assist with room set up for new hire orientation as well as other KODA related events. Types correspondence and reports from rough drafts, making changes in grammar, punctuation or spelling as needed. Prepares special and recurring reports as requested, potentially containing sensitive and confidential information. Maintains monthly birthday and anniversary recognition assignments. Assists with the facilitation and follow up of all shadowing and volunteer requests monthly. Receives and distributes incoming mail, packages, and deliveries. Posts outgoing mail. Maintains regular communication with the Eye Bank on a quarterly basis to acquire updated signature logs for newly onboarded staff. Conducts thorough reviews of existing files, ensuring accuracy, and archives signature logs for former employees. Manages the breakroom supplies, serving as contact for distributors such as coffee and other related items. May assist other departments with various administrative tasks as assigned. Manages calendars and schedules appointments as needed. Assists with administrative tasks such as filing, data entry, and document preparation including scanning and uploading medical charts. Assists with special projects or tasks as needed. Upholds confidentiality and handles sensitive information with discretion.
3. Meetings and Events: Coordinate and schedule onsite and offsite meetings, appointments, and events. Assists with meeting scheduling, arranging lunches and dinners as needed, as well as may set up rooms for various events such as All Team Meetings, Board Meetings, and other onsite matters.
4. Travel Arrangements: Assists with travel arrangements for staff and contracted workers, including bookings for flights, hotels, rental cars, and any other necessary travel components, ensuring accuracy and adherence to company policies and budgets. Serves as a point of contact regarding travel-related inquiries, providing timely and accurate information, troubleshooting issues, and offering assistance as needed. Identifies cost-effective travel options without compromising on quality or convenience and seeking out the best deals to optimize travel budgets. Ensures traveling employees and contracted workers provide all necessary documentation.

QUALIFICATIONS

Education: An associate degree in business, communication, administration or related field, or advanced certification related to the role preferred. Some post-secondary education may be considered with extensive related experience.

Experience:

1. A minimum of 2-3 years in a receptionist, administrative assistant, executive assistant, or similar role in a professional office setting with demonstrated proficiency in administrative tasks is required.
2. Proficient use of Microsoft Office products including Outlook email and calendar functions, Word, Excel and PowerPoint are required. Ability to learn new software and tools quickly.
3. Experience coordinating overlapping schedules, making travel arrangements, and ability to coordinate multiple tasks and priorities is required.
4. Experience working with executive management teams as well as the public is strongly desired.
5. Demonstrable customer service skills, pleasant and professional demeanor are required.

About Us: Kentucky Organ Donor Affiliates (KODA) is a leading nonprofit organization dedicated to saving and enhancing lives through organ and tissue donation. We work tirelessly to provide the best possible care to our donor families, facilitate the recovery of organs and tissues, an educate the communities we serve. The dynamic field of organ and tissue donation offers exciting and rewarding employment opportunities for those who seek to make a difference in other people's lives.

In addition to being a part of a lifesaving and life-enhancing mission, KODA provides competitive pay, comprehensive benefits, and generous time off. Below are a few of our benefits you can take advantage of as a team member.

To learn more about KODA, please visit our website at http://www.donatelifeky.org.

Kentucky Organ Donor Affiliates is an Equal Opportunity Employer and a participant of E-Verify.