Administrative Assistant – Quality Systems

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.

POSITION SUMMARY

The Administrative Assistant – Quality Systems provides administrative support services for the Quality Systems department and performs a variety of detailed, complex, and confidential duties.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Schedules, coordinates, attends, and takes minutes for department meetings and ensures distribution of and receipt of materials prior to meetings.
• Assists with scheduling and arranging meetings and conferences, assists with travel arrangements and meeting registrations, assists with expense reimbursement.
• Word processing, data entry, report writing, photocopying, compiling data and presentations, as requested.
• Assembles and assigns new donor charts to the Donor Record Coordinators.
• Enters donor data into the tissue/organ donor software database.
• Distributes applicable documents and correspondence promptly to the proper staff.
• Supports the Donor Records department by providing the Donor Program Liaisons with C/ME case clarifications and autopsy reports requests on a regular basis.
• Reconciles organ recovery supplies lists and scans the supplies used per case into the Biomaterial Tracking and Management (BTM) system daily.
• Reviews monthly outstanding data reports and works with respective department leadership to ensure timely completion of records/data.
• Coordinates catering requests as needed.
• Proofs and edits all work to ensure correct spelling, proper punctuation, and accuracy of information.
• Ensures that mail/packages are picked up as needed, tracks packages when necessary.
• Provides administrative support and assists with specific projects as determined by Quality Systems management.
• Provides front desk coverage for breaks, meal periods and time off needs.

QUALIFICATIONS

• Strong attention to detail, written and verbal communication skills. Presents a positive attitude, demonstrates professionalism.
• Able to work productively both independently, and as a team participant.
• Demonstrate strong organizational skills, handle 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. 

EDUCATION AND EXPERIENCE

• Completion of 12th grade or GED equivalent required.
• Graduation from an accredited business school or college preferred.
• Minimum 2 years of related administrative work preferred.

Provided compensation data is subject to change based on location and work status. Salary data provided by third party sites do not accurately reflect our pay structure.