GENERAL SUMMARY: Administrative Assistant
Under the supervision of the Administrative Coordinator of the Center for Childhood Deafness, Language & Learning (CCDLL), the incumbent performs administrative, secretarial, and skilled clerical functions of a confidential nature for the day-to-day operations of the CCDLL research laboratories and CCDLL-wide projects at Boys Town. To be successful in this role, you will need to be organized, possess strong social media skills, and have the ability to take initiative and work independently.
MAJOR RESPONSIBILITIES AND DUTIES
- Coordinates Senior Director's and researchers' business needs: orders office supplies and research materials, handles credit card purchases and reconciliation, coordinates outside vendor services, obtains quotes for purchases, sorts and distributes mail, assist with budget preparation, and submits maintenance work orders.
- Assists the Senior Director with on-boarding and off-boarding research employees, facilitates projects between CCDLL research and other units inside and outside of CCDLL, schedules and assists with meetings, communicates research standards and requirements to research staff, and tracks compliance.
- Creates and maintains databases, prepares reports, memos, correspondence, agendas, spreadsheets, and presentations using office software such as Microsoft Excel, Word, or Power Point.
- Coordinates and assists with social media and other outward-facing communications for CCDLL, works with Marketing and the Internal Review Board to secure necessary approvals.
- Serves as primary back-up at the LLTC front desk: patient check-in, research check-in, and greet visitors.
- Provides consistent communication updates to supervisors on the above listed responsibilities and identifies organizational processes that need to be addressed.
- Other duties: This job description incorporates the essential functions and duties required for this position. However, other duties may be required and assigned at times and as determined by a supervisor to meet the needs of the organization.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
- Ability to commit to excellence, work independently and function as a team player, communicate with respect and transparency, take initiative, solve problems, utilize strategic thinking, respond positively to feedback, and demonstrate the highest level of professional and ethical behavior.
- Ability to be highly proficient in PC-based word processing software, types memos, correspondence, reports, program materials, and agenda and minutes of meetings.
- Ability to prioritize and remain organized within a fast-paced atmosphere.
- Ability to receive and screen patients and visitors as they arrive in the building. Has or able to obtain working knowledge of patient appointment and check-in functions on Hospital system.
- Ability to prepare budgets and statistical reports using Microsoft software programs.
- Ability to communicate concisely, both orally and in writing.
- Ability to remain flexible in duties performed and assigned.
- Ability to exhibit a high degree of confidentiality.
REQUIREMENTS OF THE JOB:
- Minimum of high school diploma or equivalent with Associate degree or certification in business, secretarial science, or related field,
- Minimum of three years of experience coordinating business activities (e.g., business office manager or departmental administration) or research activities (e.g., laboratory manager or project manager.
- Knowledge of Microsoft Office software including Outlook, Word, Excel, and Power Point.
- Knowledge of, or the ability to learn hospital software
- Excellent organizational skills with close attention to detail.
- Ability to prioritize work assignments to meet deadlines.
- Excellent interpersonal communication skills.
- Strong analytical, spelling, and grammar skills.
- Light work requiring hand mobility and hand-eye coordination to operate office software and to open, sort, ship, and distribute mail and other materials weighing up to 20 pounds.
- This worker is subject to inside environment conditions: protection from weather conditions, but mostly subject to insider environmental conditions, such as in typical office or administrative work.
About Boys Town:
Boys Town has been changing the way America cares for children and families since 1917. With over a century of service, our employees have helped us grow from a small boardinghouse in downtown Omaha, Nebraska, into one of the largest national child and family care organizations in the country. With the addition of Boys Town National Research Hospital in 1977, our services branched out into the health care and research fields, offering even more career opportunities to those looking to make a real difference.
Our employees are our #1 supporters when it comes to achieving Boys Towns mission, which is why we are proud of their commitment to making the world a better place for children, families, patients, and communities. Unique perks to Boys Town employees and their families include free visits to Boys Town physicians and free prescriptions under the Boys Town Medical Plan, tuition assistance, parenting resources from our experts and professional development opportunities within the organization, just to name a few. Working at Boys Town is more than just a job, it is a way of life.