Administrative Assistant

The Administrative Assistant is responsible for providing administrative and event planning support to the Community Education, IT and Donor Family Aftercare Departments.   

ESSENTIAL JOB FUNCTIONS

1. Provides event planning and support activities including but not 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.
2. Responsible for maintaining awareness of promotional product inventory levels and placing orders as directed by Leadership.
3. 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.
4. Provides scheduling and calendar management support for the departments, including entering all standing meetings and events in the master calendar, ensuring the master calendar is updated weekly and available to all staff, and reserving any necessary equipment for meetings/events as needed by the staff.
5. Responsible for department supply management including ordering all department specific supplies as requested by staff and approved by Leadership.
6. Provides expense report assistance to department Leaders by reviewing staff expense reports, tracking data and providing Leaders with this report detail on a monthly basis.
7. Provides general support to department staff and management as needed to accomplish staff daily responsibilities including mailings, general correspondence, meeting/event preparation and any additional tasks as requested.
8. Works collaboratively with organization Administrative Assistants (AA) to ensure consistencies of practice throughout the organization.  Also works with AA team to arrange backup for critical departmental duties while on PTO or away from the office for an extended period of time.
9. Oversees letters and general support for MTN memorial contributions.
10. Coordinates on a daily basis the timely collection and distribution of department outgoing and incoming mail.
11. Phone reception duties as part of the regular reception area coverage schedule.

GENERAL

1. Maintains confidentiality of MTN business.
2. Makes efficient and effective use of own time.
3. Sets and meets realistic goals and deadlines.
4. Attends and actively participates in department and organizational meetings.

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, communication and critical thinking skills and pays attention to detail.
4. Excellent computer program skills 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 lift 50 pounds and transfer short distances.
11. Possess ability to operate telephones, computers and office equipment.
12. Ability to speak and communicate clearly in order to accurately convey information to in person or by phone.
13. OSHA Category III – No exposure to bloodborne pathogens while performing assigned job duties.

MTN BEHAVIORAL COMPETENCIES

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 he or she desires, 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 MTNs mission.