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

• Administrative support to assigned leaders, to include: calendar management, PowerPoint presentations, managing travel, reporting, meeting minutes and agendas
• Providing administrative support for process improvement initiatives across the organization
• General project management, such as tracking status of annual projects and keeping Microsoft planner updates
• Supporting data and records requests, including requesting and uploading of autopsy reports from medical examiners
• Managing Interfax transmissions
• Supporting internal and external communications with proofreading, editing, collaborative content development (print and digital) and posting of content to engage relevant audiences and partners
• Organize and maintain appropriate inventory of materials for education, training, promotion, outreach and events
• Providing data-entry and other administrative support for the organization’s grants and fundraising efforts
• Supporting activity surrounding Donate Life Month and other events throughout the year
• 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 acclimates 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.
• Excellent written and verbal communication, proofreading and composition skills.
• Must be organized, detail-oriented and have excellent critical thinking and problem-solving skills.
• Ability to contribute as a self-directed, motivated individual and as a collaborative team member.
• Ability to organize and prioritize tasks and deadlines for multiple projects simultaneously.
• Ability to build rapport and working relationships with diverse personalities and groups in-person, virtually, by phone and through email.
• Ability to handle difficult situations with poise and professionalism.
• Competency in technology-based tools such as personal computers, related software and mobile devices.
  
  

Preferred Qualifications

• Experience creating presentations, graphics, reports, spreadsheets, graphs, tables, charts, manuals, guides and flow charts using a variety of electronic resources.
• Experience with specialized electronic applications like SharePoint, Customer Relationship Management Systems, Electronic Medical Records Systems, Accounting Systems or Document Control Systems.
• Experience hosting meetings, activities and events, both in-person and virtually.
  
  

Why Join LifeSource

At LifeSource, were relentlessly pursuing a day where those in need of a life-saving or life-enhancing organ, eye or tissue transplant receive that gift. By joining the LifeSource team, you will have the chance to positively impact your neighbors in Minnesota, North Dakota, South Dakota and Wisconsin maybe someone in your very own community.

Since 1989, the LifeSource team has worked with our regions’ diverse communities to break down barriers to donation. Bringing a rich diversity of perspectives and experience to our organization at all levels strengthens our ability to serve our community and fulfill our mission. Our values embody how we engage in our work - respect, advocacy, accountability, life and innovation. More information on our continued work toward diversity, equity, and inclusion can be found on our website.

We set our team up for success by providing comprehensive on-boarding, as well as on-going personal and career development. Team members are offered traditional benefits such as health, vision, dental, and life insurance, generous PTO, and 401k matching. We also support our team through non-traditional benefits such as tuition reimbursement, resiliency coaching, and HSA employer contributions.

LifeSource is committed to creating a diverse, inclusive and welcoming workplace with opportunities for all talent to thrive. We are an equal opportunity employer and strongly encourage BIPOC, LGBTQIA , veterans, persons with disabilities, members of marginalized communities, and non-traditional applicants to apply.