Sr. Administrative Assistant

Join Us in Transforming Lives Every Day

At OneLegacy, every moment counts. As the nation's largest organ, eye, and tissue recovery organization, we are dedicated to saving lives and sharing hope. Guided by our values of integrity, compassion, stewardship, diversity and inclusion, urgency, innovation and excellence, and collaboration, our team works tirelessly to honor every gift of donation. This is more than a job; it’s an opportunity to make a profound impact on countless lives.

Job Type: Full-time, Non-exempt

Work Hours: 40-hour work week; Monday- Friday from 8:30AM-5:00PM. Assigned days and/or shift can be changed according to staffing needs. Must be available evenings, holidays, and weekends as required.

Work Setting: In-person

Location: Main office - Azusa, CA. All facilities or locations of OneLegacy and in the Donor Service Area (DSA)

Travel: Occasionally required to travel by personal auto or air to meeting sites and other locations. May be required travel to County Vital Records offices, as needed.

Summary of Functions:

The Senior Administrative Assistant is responsible for providing administrative, clerical, and operational support within the Operations departments.
The SAA serves as the primary point of contact for internal and external customers on all matters pertaining to the Operations and Leadership team. Provides support and assistance with day-to-day department administrative needs such as calendars and travel arrangements, drafting and responding to correspondence, communicating with others, completion of their department expense reports, taking meeting minutes/notes, handling confidential information, and creating/organizing/filing various operations reports and records. Performs all duties and responsibilities in compliance with OneLegacy policies and procedures, regulations as outlined in the Code of Federal Regulations, and other applicable federal, state, and local laws.

Duties and Responsibilities:
1. Serves as the primary point of contact for internal and external customers on all matters pertaining to the Operations and Leadership team.
2. Provides a bridge for smooth communication between the Leadership team and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
3. Works closely and effectively with the Operations and Leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
4. Coordinates Operations Leadership meetings to include development of meeting agendas, preparation of meeting packets, scheduling/calendaring meeting room location, notifying intended attendees, and food delivery if applicable. Assist with power point presentations, transcribes meeting minutes, and follow-up action items.
5. Prioritizes conflicting needs; handles issues expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
6. Assists Leadership with various operational needs such as: updating leadership schedules, coordination of registration of conferences, travel arrangements, and management of related expense reports.

7. Coordinates contracted labor travel and accommodation needs including the management of related expenses.
8. Establishes and maintains electronic files ensuring security of confidential information.
9. Prepares reports, memos, letters, and other documents using Microsoft Office products.
10. Assists Managers as needed with events as needed:
a. Presentations, attendance rosters, meeting packets, and coordination of external speakers.
b. Maintains electronic records of staff compliance with mandatory education.
11. Attends department staff meetings, annual hazard communication and control safety training sessions, and/or completion of various mandatory online training courses.
12. Supports staff under the direction of the Leadership team for assigned projects.
13. Performs other duties as assigned.

Other Responsibilities:
1. Initiates service calls for Operations’ equipment repairs and/or service call; including but not limited to office photocopiers, fax machines, postage meter machines and other office equipment, when necessary.
2. Submits online Helpdesk work orders (through IT/IS ticketing system) for all technical work orders, repairs, projects, and equipment, as needed.
3. Notifies property maintenance and/or on-site property management of necessary repairs or maintenance issues in a timely manner.
4. Files and retrieves company documents, records, and reports.
5. Maintains a neat and organized workstation and environment.
6. Performs all duties and responsibilities in compliance with safety guidelines, policies and procedures, regulations as outlined in the Code of Federal Regulations, and other applicable federal, state, and local laws.
a. Performs quality control practices as defined by the policies and procedures.
7. Supports the organization’s Standards of Professional Conduct as outlined in the OneLegacy Policies and Procedures, mission, vision, and values of the organization.
Communications:
1. Displays a consistent, professional degree of communication skills in person, on the phone, by e-mail and letters to internal and external persons, in the English language.
2. Must be comfortable working with people at all organizational levels and maintain professional conduct and appearance with all staff, leadership, or outside parties.
3. Takes messages on matters not requiring immediate attention for staff response during usual business hours.
4. Greets visitors and escorts them to the appropriate person or department.
5. Maintains professional growth and development through continuing education and in-service meetings.

Secondary Job Functions:
(Although the following job functions have been identified as “secondary”, any employee capable of performing the “secondary” job functions is expected to do so.)
1. Assists with administration of OneLegacy’s signature events, such as Donor Recognition Ceremonies, Donor Family Events, Department events, Aftercare workshops, and other events as requested.
2. Provides administrative support as needed to other offices/staff or departments.
3. Assists in training new administrative personnel, acts as administrative back-up, and assists other administrative support colleagues, as needed.
4. Assists in ensuring compliance with local and state fire and safety codes.
5. Prepares reports, memos, letters and other documents, spreadsheet, database updates and presentations via Microsoft Suite software.

Skills and Abilities:
1. Compassion, patience, and empathy working with people in crisis and those in grief.
2. Recognizes limits/boundaries and appropriately seeks help.
3. Ability to honor and be sensitive to cultural, ethnic, religious, and socioeconomic diversity.
4. Flexibility and ability to be productive and work with interruptions.
5. Interpersonal skills, including the ability to create a positive impression and to deal courteously with all levels of management, staff, hospital personnel, vendors, and the public through telephone, written and in person communications is essential.
6. A minimum of intermediate knowledge of the MS Office Suite software programs.
7. High level of computer skills; ability to perform word processing, and utilize spreadsheets, databases, and graphics programs on a personal computer.
8. Ability to prepare and edit complex documents.
9. Ability to multitask, prioritize and bring projects and tasks to completion in a timely manner.
10. Must be comfortable working with people at all organizational levels.
11. Ability to assume responsibility with limited direct supervision; including exercising initiative and judgment; and make decisions within the scope of assigned authority.
12. Strong organizational, detailed and time management skills, essential.
13. Demonstrated dependability, sense of urgency, and high attention to detail.
14. Extensive calendar organization skills and handling of high volume of phone calls and emails.
15. Must have the ability to work in fast paced environment.
16. Knowledge of medical terminology is helpful.
17. Ability to maintain confidentiality of all information.
18. Must have legible handwriting and good telephone etiquette.
19. Flexibility and willingness to learn new tasks.

Physical Environment/Working Conditions:
Location: Corporate Office.
Travel: Occasionally required to travel by personal auto or air to meeting sites and other locations.
Work Hours: Performs a forty-hour workweek as determined by assigned shift. Assigned days and/or shift can be changed according to staffing needs. Must be available to work evenings, holidays, and weekends and overtime as required or assigned.

Job Qualifications and Requirements:
Education: Minimum of Associates degree with a concentration or minor in computer science.
Experience: Minimum of three (3) years Healthcare administrative assistant related experience required.
Skills: Proficient knowledge of Microsoft Suite (Word, Excel, PowerPoint, and Outlook) required. Minimum typing speed of 50 wpm.
License: OneLegacy requires employees to maintain a current California driver’s license and current vehicle insurance. Please refer to OneLegacy’s Policy HR108 - Licensure and Certification for insurance coverage requirements.

Salary Range: $51,292.80 - $61,692.80

Benefits:

• Medical/Dental/Vision Plans –Employer pays 90% of premium cost for employee
• 19 days of PTO
• 2 Floating Holidays
• 10 Holidays
• Life Insurance
• Supplemental Life Insurance
• Wellness Plans
• Employee Assistance Program
• Pet Insurance
• Gym Onsite
• Mileage Reimbursement to applicable positions
• Tuition Reimbursement
• Employee Referral Program
• 403b Retirement Plan with an annual discretionary 8% Employer contribution
• School Loan Forgiveness

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.