Operations Assistant

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JOB TITLE: Operations Assistant                                                     FLSA STATUS: Non-exempt            

DEPARTMENT: Operations                                                               PREPARED DATE: July 2022

REPORTS TO: Operations Manager

CORE VALUE STATEMENT

The Washington State Hospital Association will provide excellent customer service to our members and ensure the safety and wellbeing of our community and one another through the empowerment of each employee. We value integrity, collaboration, and service. We are accountable to our members for innovative and cooperative efforts that anticipate needs, leverage resources, and deliver solutions.

POSITION SUMMARY: 

Under administrative leadership direction, this position is responsible for serving as an Operations Assistant at the Washington State Hospital Association (WSHA). This position is responsible for providing operational support as assigned, especially within the office environment . This position maintains a high level of knowledge of WSHA administrative teamwork flows, policies, and procedures. This position requires the ability to interact with diverse groups and maintain confidentiality and a high level of discretion. Job duties include a variety of tasks that support the office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Accountable for completion of own work assignments on time.
  • Coordinates with others to gather routine information or solve problems to ensure accurate and timely completion of projects and/or assignments.
  • Clean and stock the employee kitchen and lunch area, including loading/unloading the dishwasher.
  • Restock conference room refrigerators.
  • Check supply stock following inventory guidance and submit a list of supplies that need to be ordered to the Operations Manager.
  • Check incoming office supply orders and re-stock where needed.
  • Provide information to IT when a printer issue arises.
  • Ensure incoming and outgoing mail distribution is handled in an efficient, accurate, and timely manner, ensuring mail is distributed to staff mailboxes.
  • Maintains written log of all packages and registered mail deliveries and inform the appropriate staff of the delivery following the procedure.
  • Fill all printers/copiers with paper regularly.
  • Maintains online bookstore; process and fulfill orders and order new materials as needed.
  • Troubleshoot issues with postage equipment and communicate service needs with Operations Manager.
  • Regularly water office plants.
  • Review message bounce backs and update WSHAConnect database contact information.
  • Support accounting by logging all incoming checks.
  • Support in office events when needed, such as assist with lunch pick up and distribution.
  • Support in-office meetings as needed and time allows by making coffee, assist with room set up, distributing meals, greeting and guiding guests in the office.
  • On a flexible schedule provide receptionist coverage – can be done remotely.
  • Other duties as assigned.

SUPERVISORY RESPONSIBILITIES: 

This position has no supervisory responsibilities.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. 

Education/Experience:   

The education, experience, and skills necessary to perform adequately in the position.

  • High School Diploma or equivalent
  • Associate degree a plus
  • Experience in an office environment desired but not required.

Skills & Abilities

  • Proven attention to detail and strong focus on timely accurate completion of projects/assignments.
  • Support a safe, clean, and professional office setting, including conference rooms, reception area, storage closets and workroom.
  • Work product is generally free of errors.
  • Strong organizations skills.
  • Effective time management skills for handling multiple priorities and strict deadlines.
  • Able to remain flexible and adaptable in a changing environment.
  • High degree of personal initiative and follow-through on work assignments.
  • Excellent interpersonal and communication (written, verbal) skills required.
  • Exceptional customer service.
  • Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
  • Able to perform standard business math functions of a transactional nature.
  • Strong knowledge of English grammar, spelling, and punctuation.
  • Proven ability to successfully work with diverse groups of individuals.
  • Maintains a high degree of professional excellence characterized by sound judgment, initiative, and a high ethical standard.
  • Able to handle interruptions effectively and maintain accuracy of work.
  • Maintains confidentiality with sensitive information.
  • Able to successfully work independently or as a member of a team.
  • Proven ability to maintain a positive attitude and willingly engage in constructive dialog with others to self-manage conflict and resolve issues as necessary.
  • Comfortable giving and receiving feedback in a constructive manner to colleagues and supervisors.

Computer Skills

  • Proficiency in using MS Office Suite (Word, PowerPoint, Excel, Outlook, TEAMs).

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment described below represent the activities and surroundings of the positions.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is typically performed in an office environment, with a moderate noise level.   The employee is frequently required to talk and hear on the telephone and in person with individuals and groups.  The incumbent may carry materials/equipment weighing up to 25 lbs on occasion. The incumbent is required to read and respond to documents in hard copy and electronic form. The position requires frequent travel within Washington State to member facilities, and on occasion, overnight travel is necessitated.

Affiliates

Contact Us

Washington State Hospital Association
999 Third Avenue
Suite 1400
Seattle, WA 98104

Map / Directions

206.281.7211 phone
206.283.6122 fax

info@wsha.org

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