National Association for Healthcare Quality Hiring for Office Administrator Full Time

STATUS: Full-time; Non-Exempt (Hourly)

SUPERVISOR: Chief Financial Officer

SUPERVISES: None

JOB SUMMARY

The Office Administrator performs a wide range of functions necessary to support the organization and various levels of staff in carrying out their day-to-day responsibilities. The Office Administrator supports the following areas: facilities, mailroom, Human Resources (HR) support; vendor/insurance support, onsite meeting support (catering, set up, etc.), reception, processing and/or reconciliation of accounts payable (A/P), Executive Office (calendar and travel coordination), Volunteer Coordination, and other initiatives as assigned.

ESSENTIAL FUNCTIONS

• Supports day to day administrative operations
• Managing credit card administration and expense Reimbursement: Gathering receipts, Uploading to portal (Tallie), Reconcile/balance and submit for processing
• Bill.com Invoicing (Accounts Payable)
• Membership & Certification Support: Membership renewals (Nimble/Salesforce) and ing, Membership Renewal Notification Mailings and Calls, Printing and mailing certificates, Grants application administration
• General Office Management, including but not limited to: Order and stocked supplies are kept in sufficient inventory to meet office needs with reorder points established, Shared spaces (kitchen, conference rooms, etc.) are well maintained, Catering and meeting support needs are met, NAHQ’s offices are well maintained, NAHQ staff are informed of any building related concerns or events, Reserve conference room(s) and order food for meeting when needed, Visitors are made to feel welcome and offered refreshment, Start the dishwasher if there are dishes and empty the dishwasher, Mail – Retrieve mail from the mailbox, distribute the mail, Food/snacks (e.g., Replenish the coffee k-cups in the kitchen, water, pop, and snacks in the front office), Building Management Liaison
• Executive Office Support: Create travel briefs and/or itineraries for CEO, Research and prepare materials for meetings with CEO, Coordinate a complex and busy CEO calendar, ability to prioritize while being nimble, flexible, and supportive, Prepare correspondences and presentations for external audiences
• Volunteer Coordination: Coordinate Meeting logistics, i.e., hotels, meeting room reservations, Room set up and clean up, Prepare volunteer meeting materials, Assistance with annual volunteer appointment process including tracking acceptances
• Provides customer service/assistance to internal staff and visitors
• Contacts vendors as requested for general support and contracted needs
• Assists in the planning, implementation, execution, and evaluation of special projects
• Assists in arranging and preparing for internal and external meetings with internal and/or external stakeholders
• Other duties as assigned

MINIMUM QUALIFICATION OR EXPERIENCE

• Education: 4-year degree in business or related field.
• Experience: 2-5+ years in an administrative position.

SPECIAL SKILLS/EQUIPMENT

• Computer experience with Internet Explorer, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook and/or other data related software, hardware, applications, etc.
• Adaptable: Demonstrate a willingness to be flexible, versatile, and resilient in a changing work environment while maintaining effectiveness and efficiency.
• Personal and Professional Accountability: Ability to interact effectively and to work congenially in a small office environment. Understand ethical behavior and business practices and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization.
• Ability to work with all levels of employees and management
• Communicating effectively, proactively, and professionally
• Inviting and approachable energy – willing to collaborate and educate to achieve operational excellence
• Willing to be a team player, but also impactful as an individual contributor
• Strong attention to detail
• Thorough and thoughtful preparation for all meetings and events

PHYSICAL, MENTAL DEMANDS/WORKING ENVIRONMENT

PHYSICAL

• Physical presence in the office is crucial for this role to maintain optimal efficiency. (Minimum 3 days on-site/60% of 40-hour workweek)
• Sitting: 80%
• Standing/Walking/Demonstrating: 20%
• Lifting: Depends on Position – will use proactive safety measures.
• Vision: Computer, phone, client interaction.

MENTAL

• Goal oriented, fast-paced, with a focus on service excellence. Able to handle multiple responsibilities simultaneously.

TRAVEL

• Ability to travel up 5% annually.

OFFICE ENVIRONMENT

• This position is vital to the success of NAHQ and the person must bring, in addition to professional knowledge, a personality well suited to working with numerous individuals (staff, members, certificants, vendors, sponsors, etc.). NAHQ is a collaborative, innovative, and open environment that asks its staff to be responsible for multiple programs, utilizing a variety of skills.

NAHQ retains the right to change or assign other duties to this position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying the position nor does it constitute a contract of employment. In addition, percentages allocated to essential functions are subject to change at the supervisor’s discretion. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor; subject to reasonable accommodations.

NAHQ is an equal opportunity (EEO) employer. We hire without regard to age, color, disability, gender (including gender identity and gender expression), marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected by applicable law.

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