Iowa Primary Care Association Administrative Assistant

PURPOSE OF POSITION

The Administrative Assistant provides administrative support to Senior Director and Director level staff and assists all staff on an as-needed basis when directed by a Director/Senior Director.

Under the direction of the Executive Support & Events Manager, the Administrative Assistant will be responsible for a variety of administrative functions and activities for the organizations to ensure smooth and timely operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

Director/Senior Director Support

  • Represents the organization internally and externally in a courteous, professional manner projecting a positive public image. In particular, is welcoming to visitors and expresses a confident, positive tone with staff.
  • Serve as main point of contact to greet guests in a timely and friendly manner, inform involved staff of guest arrivals and provide meeting location directions or waiting instructions to guests; offer coffee/water/soda.
  • Manages the organization’s main phone line and transfers calls in a friendly manner to appropriate staff.
  • Effectively schedules appointments, meetings, and conference calls for Directors/Senior Directors.
  • Assists Directors/Senior Directors with travel as needed including flights, hotel reservations, and conference registrations.
  • Coordinate and manage technical and logistical aspects of Project ECHO including but not limited to the following: maintaining and updating the participant rosters, entering attendance and CEU information into the iECHO system, leading the distribution of invitations to participants, and other administrative support requested on an as needed basis.
  • Composes, edits, and proofreads professional business letters, memos and email and other complex documents and non-routine correspondence on behalf of Directors/Senior Directors.
  • Prints, collates, distributes and files materials at the request of Executive Support & Events Manager and Directors/Senior Directors.
  • Take and proofread meeting minutes/notes as necessary.

Office Management

  • Administers organization’s overall day-to-day office activities, including the ordering of office materials and equipment generally and upon staff request.
  • Coordinates with vendors as appropriate and maintains overall housekeeping, maintenance and repairs of office facilities.
  • At the direction of the Executive Support & Events Manager, analyzes and organizes office operations and procedures such as, filing systems, formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
  • Manages all office contracts and signed agreements and maintains relationship with vendors
  • Distributes mail and packages daily.
  • Keeps beverage cooler filled for meetings and guests.
  • Runs errands to Sam’s club, Hy-Vee, etc. to restock supplies, purchase monthly birthday treats, other requests as needed.
  • Helps prepare and setup meeting space and room configuration for various meetings and events with direction from the Executive Support & Events Manager. Assist Executive Support & Events Manager with maintaining administrative calendar and distribution list spreadsheet for recurring meetings and assist in efforts to identify conflicts and coordinate solutions with impacted staff as needed.
  • Assist Executive Support & Events Manager as needed with event and meeting preparation to include but not limited to administrative activities for Iowa PCA Annual Conference, IARHC Annual Conference, internal and external training sessions and meetings, all staff meetings and team huddles. May occasionally serve as onsite contact for offsite meetings to ensure successful day-of event execution.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

  • Associates degree required, Bachelor's degree preferred, from an accredited community college or college/university, with major course work in business administration, public administration, human resource or a related field.
  • One to two years of administrative support, human resource and office management experience.
  • Extensive software skills with MS Office required, as well as Internet research abilities and strong communications skills.
  • This position requires a working knowledge of English, punctuation, spelling, arithmetic, modern office practice and procedures, and skills to operate business office machines.
  • Motivated, organized and focused with an attention to detail and maintain the highest degree of professionalism, confidentiality, discretion, tact, and flexibility, and have the ability to prioritize and manage multiple tasks.
  • Ability to remain calm, cheerful and professional in stressful situations and focused amid constant interruptions in a fast-paced environment, while working with all levels of internal management and staff, as well as outside contacts.

To apply: 

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Additional Info

  • Specialty: Iowa Primary Care Association
  • Position Type: Full Time
  • Location: Urbandale

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