About this Administrative Specialist, NCAHQ Lobby role at Dnwest
Donor Network West’s mission is to save and heal lives through organ and tissue donation. We honor and respect the donors and families we serve with compassionate care and inspire our communities to donate life. Every employee at Donor Network West (DNWest) is responsible for fostering an organizational culture based on collaboration, support, and service. This includes being a proactive team player who strives for excellence by upholding DNWest’s core values.
POSITION SUMMARY
The Administrative Specialist, NCAHQ Lobby (ASNL) provides main lobby administration under the guidance of the Director of Administration, Safey, and Risk. This role works as part of the headquarters administrative team with primary focus administering reception and operations of the DNWest’s main lobby at its San Ramon corporate headquarters (NCAHQ). This position will be responsible for monitoring access to the building during weekday business hours; mail and shipping administration; vendor building access administration; guest management and registration; administering the DNWest main phone lines; and assisting with building operations on the first floor as requested by facilities management and information technology services. The ASNL executes other operational administrative duties in support of Administration, Safety, and Risk including back up to other team Administrative Specialists and in support of operating teams. The administrative team will support break coverage for each other as required. The ASNL is the first professional contact for all guests visiting the NCAHQ location. The individual in this position is expected to embody DNWest Core Values and provide a welcoming presence in support of DNWest’s mission to heal and save lives through organ and tissue donation.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may perform other duties as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Lobby Administration:
Reception:
Mailing and Shipping:
Business Administrative Tasks and Duties:
- Providing administrative support to teams including but not limited to finance, community outreach, information technology, and marketing
- Assists scheduling and arranging meetings
- Assists with travel arrangements, event registration ns, coordinating catering requests
- Assists with corporate credit card reconciliation processes
- Organizes, maintains, and distributes clinical supplies for appropriate stakeholders.
- Provide administrative support to the corporate office’s business operations, risk management, and safety programs
- Provide break support
- Other duties as assigned
DONOR NETWORK WEST STAFF EXPECTATIONS
- Supports the vision, mission, and values of DNWest in every aspect of performance.
- Achieves strategic initiatives by providing constructive feedback and offering solutions to workplace challenges or obstacles.
- Foresees challenges, is proactive and uses sound judgement and best practices when solving problems and making decisions.
- Conducts work professionally and collaboratively and provides excellent customer service.
- Positively adapts to change, supports new initiatives, and is creative/innovative.
- Demonstrates emotional intelligence by having respectful interactions that bring about productive communication.
- Partners with internal and external contacts in a constructive manner to achieve goals.
- Collaborates with leadership and peers to set professional and personal development goals; and actively works to achieve them.
- Works in a safe, secure, legal, and professional manner in the workplace.
- Adheres to DNWest’s policies and code of conduct.
- Strong attention to detail, written, and verbal communication skills.
- Presents a respectful and supportive attitude, demonstrates professionalism.
- Able to work productively both independently and as a team participant.
- Demonstrate strong organizational skills, handles 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.
- Advanced office skills with a strong understanding of MS365 program and tools.
- Ability to speak clearly and professionally represent DNWest appropriately.
SKILLS EXPECTATIONS
EDUCATION AND EXPERIENCE
Education
Experience
