Job Title: Wildlife Hospital Administrative Assistant
Department: von Arx Wildlife Hospital (vAWH)
Reports To: Director of Wildlife Hospital
FLSA Status: Non-Exempt
PURPOSE OF JOB:
Provides administrative services and supply management support to the von Arx Wildlife Hospital.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Maintains orders, receives and stocks all medical, rehab, and food supplies:
Place all orders as needed
Maintains ordering database
Obtains price quotes to negotiate and ensure reasonable charges for best price outcome
Ensure all rooms are stocked with needed office, medical, rehab, food and cleaning supplies
Maintain cleanliness and organization of stock and supply areas
Adheres to protocols required to maintain DEA license
Follows DEA license requirements, record keeping and protocols.
Communicates with rehabilitation staff and Veterinarian to ensure appropriate supplies
- Provides general office support
Maintains office supplies and required forms for department
Maintains volunteer, supply, and important contacts lists for departmental use
Maintains department office equipment (copier, computers, etc.)
Processes receipts for purchases and codes invoices for payment
Monitor and process petty cash
Process Visa receipts, completes monthly Visa reconciliation
Processes requests to purchase equipment and supplies for department through business office and follow-up on submitted purchase orders.
Archives weekly Naples Daily News articles.
- Provides excellent customer service during interactions with the public and volunteers as needed
Greets public as needed. Conducts volunteer orientation and processes appropriate forms.
Manage modes of payment, shopping list and vendor stops for volunteers running errands
Utilizes and manages volunteers to assist with general hospital and administrative tasks
Inputs data for spread sheets or databases as needed and prepares reports.
Provides light maintenance work (repairing small items as needed, etc.) Schedules annual maintenance checks for hospital equipment.
Assists with recording data including patient intake information from public, final disposition and year-end report compilation.
Conducts quarterly safety training and annual biomedical safety training.
Coordinates intern onboarding process with intern office.
Packages and ships biological specimens for testing.
Pitches in on laundry as needed.
Five or more years of office support experience in business with working knowledge of general office procedures and effective writing and typing skills.
Excellent professional phone skills, people and customer service skills.
Ability to process information, prioritize and complete multiple duties, and follow through with details is essential.
Ability to adapt to unpredictable situations and needs.
Experience working in nonprofit environment a plus.
A strong commitment to the Conservancy's mission, wildlife rehabilitation and conservation in general.
Proficient in use of office automation and the internet as a resource for information gathering and productivity. Specifically, able to demonstrate high-user ability in MS Office Suite, focusing on Word (advanced), Excel (advanced), Outlook, and Internet Explorer, with knowledge of PowerPoint a plus.
Team player with individual initiative.
Ability to maintain confidentiality.
The above statements describe the general qualifications required to perform the job and the general nature and level of work performed - not a complete list of duties - additional responsibilities may be assigned by management.
EDUCATION AND/OR EXPERIENCE: Associate's degree (A.A.) or equivalent from a two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
SKILLS AND ABILITIES: 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Strong organization skills and business sense with keen written and oral communication skills
Ability to work independently as well as a team member.
Ability to evaluate and anticipate needs in a fast paced work environment.
Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to work with and understand basic mathematical concepts. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
OTHER SKILLS AND ABILITIES:
Conversational Spanish a plus.
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid driver license and good driving record.
PHYSICAL, DEMANDS AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: While performing the duties of this Job, the employee is regularly required to stand; walk; and sit. The employee is regularly required to climb or balance and stoop, kneel, crouch, or crawl. The employee is frequently required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must frequently lift and/or move up to 50 pounds and frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is occasionally exposed to wet and/or humid conditions; and outside weather conditions. The noise level in the work environment is usually moderate.