Administrative Specialist, NCAHQ Lobby

United States·San RamonFull Time Non-Exemptmid

Administrative SpecialistAdministration & Office Support

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Quick Summary

Key Responsibilities

Oversees building entrances during weekday operating hours. Oversees the maintenance of front desk supplies, equipment, tools. Monitors the lobby waiting area ensuring it is clean and operational.

Technical Tools

Administrative SpecialistAdministration & Office Support

Donor Network West’s mission is to save and heal lives through organ and tissue donation for transplantation and research.

At Donor Network West, we're looking for people who embody our core values: passion, excellence, equity and inclusion, and relationships. We welcome diverse perspectives and foster an environment of collaboration and service.

Donor Network West’s mission is to save and heal lives through organ and tissue donation. We honor and respect the donors and families we serve with compassionate care and inspire our communities to donate life. Every employee at Donor Network West (DNWest) is responsible for fostering an organizational culture based on collaboration, support, and service. This includes being a proactive team player who strives for excellence by upholding DNWest’s core values.

The Administrative Specialist, NCAHQ Lobby (ASNL) provides main lobby administration under the guidance of the Director of Administration, Safey, and Risk. This role works as part of the headquarters administrative team with primary focus administering reception and operations of the DNWest’s main lobby at its San Ramon corporate headquarters (NCAHQ). This position will be responsible for monitoring access to the building during weekday business hours; mail and shipping administration; vendor building access administration; guest management and registration; administering the DNWest main phone lines; and assisting with building operations on the first floor as requested by facilities management and information technology services. The ASNL executes other operational administrative duties in support of Administration, Safety, and Risk including back up to other team Administrative Specialists and in support of operating teams. The administrative team will support break coverage for each other as required. The ASNL is the first professional contact for all guests visiting the NCAHQ location. The individual in this position is expected to embody DNWest Core Values and provide a welcoming presence in support of DNWest’s mission to heal and save lives through organ and tissue donation.

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may perform other duties as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Lobby Administration:

Oversees building entrances during weekday operating hours.

Oversees the maintenance of front desk supplies, equipment, tools.

Monitors the lobby waiting area ensuring it is clean and operational.

Serves as a Floor Warden and point of contact for the Safety officer for the first floor and lobby area to coordinate office improvement and maintenance projects, maintain safety compliance, and emergency preparedness documents, office safety checklists, and supplies.

Acts as point of contact for vendors coming to and working at NCAHQ.

Monitors and maintains supply inventory levels for designated spaces on the first floor and in the lobby. Orders new office supplies, as needed.

Reception:

Provides guest administration and reception.

Assists with staff access issues with Human Resources and Information Technology Services.

Monitors and administers DNWest main phone lines.

Mailing and Shipping:

Administers mail receipt, sorting, distribution, and notification to staff as required.

Administers shipping and receiving at NCAHQ.

Assists other staff with storage and distribution of goods that arrive at the NCAHQ.

Business Administrative Tasks and Duties:

Administrative tasks supporting DNWest operations as assigned and in coordination with other NCAHQ Administrative Specialists to include but not limited to:

Providing administrative support to teams including but not limited to finance, community outreach, information technology, and marketing
Assists scheduling and arranging meetings
Assists with travel arrangements, event registration ns, coordinating catering requests
Assists with corporate credit card reconciliation processes
Organizes, maintains, and distributes clinical supplies for appropriate stakeholders.
Provide administrative support to the corporate office’s business operations, risk management, and safety programs
Provide break support
Other duties as assigned

Supports the vision, mission, and values of DNWest in every aspect of performance.
Achieves strategic initiatives by providing constructive feedback and offering solutions to workplace challenges or obstacles.
Foresees challenges, is proactive and uses sound judgement and best practices when solving problems and making decisions.
Conducts work professionally and collaboratively and provides excellent customer service.
Positively adapts to change, supports new initiatives, and is creative/innovative.
Demonstrates emotional intelligence by having respectful interactions that bring about productive communication.
Partners with internal and external contacts in a constructive manner to achieve goals.
Collaborates with leadership and peers to set professional and personal development goals; and actively works to achieve them.
Works in a safe, secure, legal, and professional manner in the workplace.
Adheres to DNWest’s policies and code of conduct.

Strong attention to detail, written, and verbal communication skills.

Presents a respectful and supportive attitude, demonstrates professionalism.

Able to work productively both independently and as a team participant.

Demonstrate strong organizational skills, handles highly stressful situations in a calm, mature manner, using sufficient judgment and discretion at all times.

Thrives in a fast-paced dynamic environment and adjusts to new priorities as required.

Advanced office skills with a strong understanding of MS365 program and tools.

Ability to speak clearly and professionally represent DNWest appropriately.

Education

Required: High school diploma or GED equivalent

Preferred: Graduation from an accredited business school or college

Experience

Preferred: Minimum 2 years of related administrative work

Preferred: Experience administering a large building lobby

Donor Network West takes a market-based approach to pay. All candidates' starting pay will be determined based on job-related skills, experience, qualifications and interview performance.

Our job listings’ compensation ranges include location-based differentials but may not be reflective of a candidate’s final base salary. Location differentials are determined by an employee’s home address, associated market data provided by government reporting and processed by Payroll.

If selected, Donor Network West’s Recruiting & Compensation Team will provide further detail!

Salary data provided by third party sites do not accurately reflect our pay structure.