Administrative Services Coordinator

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Austin, TX

Job status
Full time
Job description
We Are Blood serves over 40 hospitals and medical facilities in a 10 county area. Our mission is to provide and protect the community blood supply, to inspire Central Texans to save lives locally, and to always treat everyone we serve as family. When you work here, you’re a vital part of helping to ensure that all Central Texans have access to life-saving blood when they need it!

We are currently hiring an Administrative Services Coordinator. This individual will provide independent, responsible administrative support and assistance for the Technical Services Management team. This includes regulatory records management/document control, management of critical and non-critical supply inventory, data management and managing time sheets, payroll, and on-call schedules. Meet and exceed customer expectations and adhere to established quality practices while seeking to continually improve work performance.

Responsibilities:

1.Act as communications control point for the department including; updating bulletin boards, relaying verbal messages and responding to requests and questions via email and phone.
2.Provide general support for Technical Services including copying, scanning, faxing, filing, and creating/formatting/editing Word documents and Excel spreadsheets.
3.Coordinate meetings and send schedulers.
4.Processing of weekly time sheets and on-call spreadsheets for payroll.
5.Maintain and post on-call schedules.
6.Regulatory records management/document control:
a.Assist department Managers with reference material updates Manage maintenance requests with facilities department for critical and non-critical equipment.
b.Manage inventory of critical supplies.
1.Work closely with ACTS purchasing group.
2.Research new items and obtain quotes from approved vendors.
3.Complete and submit POs.
c.Manage and reconcile quarantine inventory.
6.Non-regulatory data management:
a.Maintain employee records
b.Maintain staff phone lists
c.Maintain client contact database
d.Manage inventory of office supplies
7.Word processing/data entry/report analysis
a.Process inter-office/dept memos as needed
b.Create spreadsheets using XL
c.Assist in the creation of client and donor communications
d.Manage the distribution of client and donor communications
8.Manage department orientation and training for new staff
9.Process electronic documents for We Are Blood plasma fractionators
10.Assist with coordinating new office space with IT, Purchasing and Facilities



Requirements:

•Minimum of 3-5 years administrative experience
•At least 2 years experience in a regulatory environment
•Must be able to work: Monday - Friday, 7 am - 3:30 pm.
•Must be able to handle sensitive and confidential information
•Must possess excellent verbal and written communications skills
•Must demonstrate strong customer service focus
•Computer proficiency (Word, Windows, Excel, Outlook)
•Must be detail/systems oriented and exceptionally well organized
•Must be able to manage multiple tasks and maintain focus amidst distractions
•Must be able to re-assess priorities constantly and take initiative to problem solve when needed
•Must be able to work independently with little supervision.
•Must have the ability to effectively and promptly handle multiple tasks on a daily basis.
•Must be 21 with a valid Texas driver’s license, proof of insurance and an acceptable driving record.
•Must be able to work within a team environment.

To Apply: Send your Resume to resumes@tcms.comOpens a New Window. .

Interested in our organization, but not this job? Check us out at www.WeAreBlood.orgOpens a New Window. to find out how you else you can be a part of our Family.


EEO Employer: Minorities/Women/Veterans/Disabled





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