Office Administrator

  • Location: North Liberty

    Employment Type: Full-Time

    Department: Business

    Exemption Status: Non-Exempt

    OSHA Category: III

  • Position Overview:

    Responsible for providing administrative clerical support and serving visitors. The position is also responsible for providing support for Outreach, Philanthropy HR and Accounting and organizational wellbeing functions.

  • Job Qualifications:

    This position requires an Associates Degree and a minimum of two years’ experience providing customer service or administrative support in a healthcare setting. Must have good customer service skills. Knowledge of MS Word and Excel required.

  • Schedule:

    M-F 8:00a-4:30p

  • Organization Responsibilities:

    COVID Vaccination Required

    Essential Job Functions and Performance Expectations:

    1. Complete routine administrative office functions and serve visitors.
      1. Answer doors and greet visitors.
      2. Complete daily kitchen/breakroom responsibilities.
      3. Retrieve and distribute incoming mail and interoffice mail daily.
      4. Maintain the reception, mailroom, kitchen/breakroom ensuring these areas are clean and organized.
      5. Set out recycle bin for pick up weekly.
      6. Monitor postage and mailing balances, download postage as needed.
      7. Update mailboxes and phone lists with staffing changes.
      8. Track, stock and order office supplies.
    2. Provide support for Outreach, Philanthropy and Accounting functions.
      1. Create and send out organ follow up letters within defined timeframes.
      2. Prepare and mail letters, materials and packages for Outreach and Philanthropy.
    1. Oversee staff recognition and wellbeing programs.
      1. Develop, promote and track employee recognitions including birthday and anniversary recognition, recognition events, values, wellness program, and planning of staff events.
      2. Order and send out staff recognition items.
      3. Organize and facilitate Wellness meetings and program activities including blood drives, flu shot program, food drives and other staff opportunities.
      4. Create Wellness newsletter monthly
    2. Assist with the selection and orientation process of staff to retain a motivated, professional workforce for Iowa Donor Network.
      1. Pull down application and resume information sharing with appropriate leadership.
      2. Maintain and update the recruitment section of ADP for status in hiring process.
      3. Ensure reference/background checks are completed on all applicants selected for possible employment.
    3. Maintain Safety metrics to evaluate safety program effectiveness.
      1. Track accident reporting metrics and distribute to safety committee and leadership.
      2. Report accidents/incidents to insurance carrier or broker upon receipt of information.
      3. Serve as IDN’s Safety Coordinator.
      4. Create OSHA 300, 300A reports annually.
    4. Maintain and file onboarding and training documentation.
      1. Maintain, track and file onboarding and OSHA documentation.
      2. Maintain completion tracking of all training attendance including creation of training certificates.
      3. Send notification of new hire required trainings upon hire (i.e. sexual harassment, OSHA, safety, corporate compliance, etc.)
      4. Maintain ServiceSkills training program.
    5. Provide administrative support to HR to ensure all responsibilities are handled in a timely and efficient manner.
      1. Perform scanning, filing and data entry for employee training, health and personnel records in compliance with regulatory agencies.
      2. Audit employee training, health and personnel records on an annual basis.
      3. Maintain company organizational charts as changes occur.
      4. Assist with the onboarding process by notifying leadership members when staff reaches 30/60/90-day milestones.
      5. Schedule stay interviews on at least a monthly basis.
      6. Input and review job change, new hire, termination and insurance change information in a timely manner.
      7. Route Payroll Change Notices (PCN’s) as changes occur.
      8. Serve as resource to create and revise HR reports pulling data from ADP, the HRIS as well as other resources.
      9. Add/remove staff information from address/phone lists as changes occur.
      10. Send exit interview information to identify reasons for employee resignation.
      11. Send out 401(k) mailings.

    Additional Job Functions: None

    Physical Requirements/Working Conditions:

    1. Must maintain confidentiality.
    2. Sit for periods of eight (8) hours or more at a time in an office setting.
    3. Must have a high level of customer service.
    4. Lift equipment and supplies weighing up to 20 lbs.
    5. Possible mental and visual fatigue associated with detailed work.
    6. Express ideas verbally and convey detailed or important spoken information.
    7. Receive detailed information through oral and auditory communication.

    Skills and Abilities:

    1. Maintain a current valid driver’s license and be insurable through IDN’s insurance.
    2. Skill and ability to effectively use computers and computer software including word processing, databases, spreadsheets, Internet tools, and electronic mail.
    3. Effectively communicate both verbally and in writing when representing IDN; work well with others; take and give direction; demonstrate effective problem-solving skills; ability to work both independently and collaboratively.

    Organizational Responsibilities:
    It is required that IDN employees demonstrate commitment to the mission and vision, maintain effective communication, exhibit teamwork, respect diversity, follow policies and procedures, maintain confidentiality of all donor, recipient and organizational information, demonstrate accuracy and thoroughness while meeting productivity standards, observe safety and security procedures, be consistently punctual and dependable, actively participate in performance improvement activities and continually demonstrate behavioral expectations and core values.

    All requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. This job description in no way states or implies that these are the only duties to be performed in this position. I will be required to follow any other job-related instructions and to perform any other job-related duties requested by my supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, I know that I must possess the abilities or aptitudes to perform each duty proficiently. I realize neither the job description nor this document creates an employment contract, implied or otherwise, other than an “at will” employment relationship.

Our Vision:

All are inspired to donate life.