Administrative Specialist, NCAHQ Lobby

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.

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:

• Oversees building entrances during weekday operating hours.
• Oversees the maintenance of front desk supplies, equipment, tools.
• Monitors the lobby waiting area ensuring it is clean and operational.
• Serves as a Floor Warden and point of contact for the Safety officer for the first floor and lobby area to coordinate office improvement and maintenance projects, maintain safety compliance, and emergency preparedness documents, office safety checklists, and supplies.
• Acts as point of contact for vendors coming to and working at NCAHQ.
• Monitors and maintains supply inventory levels for designated spaces on the first floor and in the lobby. Orders new office supplies, as needed.

Reception:

• Provides guest administration and reception.
• Assists with staff access issues with Human Resources and Information Technology Services.
• Monitors and administers DNWest main phone lines.

Mailing and Shipping:

• Administers mail receipt, sorting, distribution, and notification to staff as required.
• Administers shipping and receiving at NCAHQ.
• Assists other staff with storage and distribution of goods that arrive at the NCAHQ.

Business Administrative Tasks and Duties:

• Administrative tasks supporting DNWest operations as assigned and in coordination with other NCAHQ Administrative Specialists to include but not limited to:
  • 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

Education

• Required: High school diploma or GED equivalent
• Preferred: Graduation from an accredited business school or college

Experience

• Preferred: Minimum 2 years of related administrative work
• Preferred: Experience administering a large building lobby