Administrative Assistant

LifeSource is hiring an Administrative Assistant to play a vital role in ensuring smooth operations keeping our organizational systems running efficiently by providing professional, detail-oriented administrative support for the programs, projects, systems, processes and tasks that lead to successful organ, eye and tissue donation. They work both independently and collaboratively and maintain high levels of communication, customer service and professionalism. Each Assistant is embedded in primary operational areas of LifeSource, reporting to Directors.  This opening will provide general administrative support for Communications and Outreach, Organizational Outcomes, Equity and Engagement, and Philanthropy.  

As an Administrative Assistant, you’ll advance our life-saving work by performing the following job duties:

• Manage active and dynamic calendars and schedules for multiple leaders. 
• Develop, coordinate, maintain and execute administrative systems, processes, tools and resources that support continuity of services within the defined department and across the organization. 
• Prepare and edit professional correspondence and documents for written and verbal communication to partners, customers, vendors and internal contacts.  
• Coordinate the logistics of in-person meetings, conferences and virtual engagements; including technology, room set-up and clean-up, catering orders, agendas, support materials, virtual event recordings and meeting minutes. 
• Collaborate with subject matter experts to create, review, clarify and update standard operating procedures, policies, guidance documents and work instructions. 
• Collaborate with leaders and team members to develop and maintain departmental intranet pages and resources. 
• Partner with other team members and departments to deploy large meetings, events and activities.  
• Purchase departmental supplies as needed, ensuring timeliness and accuracy of documentation and follow-up related to purchases. 
• Provide excellent customer service to phone and in-person guests, vendors and team members; includes coverage of the front desk reception area, as needed. 
• Participate actively in team, department and organizational meetings. 
• Work collaboratively and cross-departmentally on tasks and projects. 
• Engage with the other administrative assistants as an active team member; support team with time, energy and compassion; readily share knowledge, skills and abilities. 
• Execute responsibilities in assigned area engaging in specialized communication and training as necessary and appropriate. 

 Some examples of operational area-specific responsibilities may include:

• Supporting internal and external communications with proofreading, editing and collaborative content development (print and digital) to engage relevant audiences and partners; organize and maintain appropriate inventory of materials for education, training, promotion, outreach and events.
• Supporting activity surrounding Donate Life Month and other events throughout the year.
• Providing administrative support for process improvement initiatives across the organization.
• Supporting data and records requests. 
• Managing Interfax transmissions
• Requesting and uploading of autopsy reports from medical examiners
• Providing data-entry and other administrative support for the organization’s fundraising efforts.
• Proofreading communications, strategic documents, and reports as needed.

WORKING CONDITIONS

• This is a full-time, non-exempt position.
• Work a minimum of 40 hours per week with schedule adjustments to accommodate organizational needs. 
• Primarily on-site work in Minneapolis; some remote work possible as the individual acclimate to the position and the organization.  

Projected offer rate range:  $22-26/hour, based on relevant experience. 

 MINIMUM QUALIFICATIONS

• Combination of education and experience equivalent to three years of administrative, clerical or program support responsibilities. 
• Strong working knowledge of Microsoft Office applications, especially Word, Excel, Outlook and Teams. 
• Proven history of excellent work quality, integrity and professionalism.  
• Demonstrated ability to exhibit a high degree of quality, integrity, and honor confidentiality of appropriate information including, but not limited to, personal team member data, organizational operations or work processes, donor and donor family information, contributor details, any financial information and medical or protected health information (PHI) in accordance with HIPAA.