Who We Are:

Gift of Life Donor Program, the non-profit agency serving eastern Pennsylvania, southern New Jersey, and Delaware. We are responsible for recovering organs and tissues used in lifesaving and life-enhancing transplants. Because of the critical work we do we were open all during COVID.

What We Want for an Administrative Assistant CSD:

Our ideal candidate is an individual who is resourceful, independent, be able to prioritize, and be a problem solver as well as possess a sense of ownership.

What’s in it for you?

• Outstanding benefits package including medical, prescription drug, dental and vision insurance; tuition assistance, and employer matched 403(b)
• Opportunity to work with welcoming, inclusive co-workers
• Be an integral part of an organization that actively saves and enhances lives every day

Some of the requirements for the Administrative Assistant CSD include:

• Work requires an extensive knowledge of business and excellent command of the English language.
• Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through two years related experience. Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines. Expertise using Microsoft Office suite required.
• Experience coordinating and/or managing detailed and dynamic projects, coupled with the ability to collaborate and work independently.
• Must have a high level of interpersonal skills to handle sensitive and confidential situations; display a professional demeanor and appearance; demonstrate poise, tact, and diplomacy; use tact communicating; treat others respectfully and uses mature judgment when deciding what and how to communicate.
• Must be able to meet the needs of internal and external clients; act in a courteous, positive, and responsive manner; plan proactively and anticipate potential issues. Ability to organize and prioritize work; multitask projects simultaneously and meet deadlines. Follow through on assignments and open issues with attention to detail, effectively respond to a variety of situations, independently undertake steps to improve performance, find solutions to various administrative problems and resolve problems.
• Find solutions to various administrative problems, and prioritize work. Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.

Some of what you’ll be doing as an Administrative Assistant CSD:

• Create, gather, duplicate, and assemble education materials; develop meeting announcements and communications; coordinate & provide a wide variety of support services the day of conferences and workshops; produces & distributes meeting agenda & minutes; reserves conference rooms, requests audiovisual and IS support; coordinates food services etc registers staff to attend continuing education programs, seminars, conferences, and events.
• Collaborate with stakeholders across the organization to organize and schedule didactic classes, instructors and attendees and distribute/monitor all related pre and post work/results.
• Proofread and edit departmental correspondence, reports, communications, and training materials.
• Establish, develop, maintain and update a filing system; retrieve information from files when needed; establish, develop, maintain, and update a library of records, documents, and presentations.
• Coordinate both archiving and recall of GLDP records with contracted vendor. Manage inventory of supplies needed for off-site storage of records.
• Research and develop materials for integration into various training projects and educational initiatives, including a variety of visual presentations and utilization of various software applications.
• Ensure accuracy and consistency of data input to Halogen Performance Management System and monitor deadlines/due dates related to training initiatives and ensuring staff complete training in required timeframes.
• Collaborate to ensure all Clinical Division training files are compliant with regulatory standards.
• Schedule and organize needs (A/V, space, catering, staffing, invitations, travel, lodging, etc.) for meetings, training sessions, special events. Act as liaison for visitors/instructors.
• Coordinate management of intra and interdepartmental projects and schedules.
• Organize and facilitate department meetings to assure alignment with all projects and priorities. Create agendas and ensure minutes are generated for all meetings.
• Track and monitor department expenditures to manage alignment with annual budget.
• Initiate, record, and reconcile discrepancies and processes expense payments and reimbursements by submitting appropriate forms, check requests, invoices and purchase orders; obtains authorization signature, photocopies & forwards documents to Accounts Payable.
• Provide support to front reception desk and rotates in call schedule for front desk duty as needed. Answer all incoming calls to GLDP, and when appropriate, enter initial referral information for organ donors into True North.
• Assist in identifying improvement opportunities to improve departmental effectiveness and efficiency.
• Obtains EMS records from local providers, uploads to True North and disseminates information as required.
• Reconciles organ donor archive specimens weekly and uploads all reports received for archiving confirmation to True North.
• Assembles and safe-guards highly confidential and sensitive information.
• Assist in updating standard operating procedures, reformat into new process-based templates as requested.
• Exercise independent judgment to plan, prioritize and organize a diversified workload.
• Perform miscellaneous related and all other duties as assigned.

We are an equal opportunity employer and support diversity in our workplace

Job Type: Full-time

Pay: $24.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

COVID-19 considerations:
All employees are required to be vaccinated.

Ability to commute/relocate:

• Philadelphia, PA 19123: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 4 years (Required)

Work Location: One location

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