Office Support Assistant (8am to 5pm M-F)

The Administrative Services Coordinator (ASC) is responsible for performing clerical duties for the Executive Team, Accounting, Technical Services (TS), and other support functions. The position performs a variety of administrative responsibilities, updates operational reports, coordinates the scheduling of meetings, and assists with departmental documentation audits. The role aids in the adherence to standards and guidelines issued by regulatory and accrediting organizations such as FDA, AABB, CLIA, OSHA, State agencies, and vendor short-supply agreements. Reports to the Executive Office Manager.

• Provides general office administrative and clerical support to KBC’s Executive Team, and assists various departments and functions, as assigned.
• Prepares documents, spreadsheets, and presentations; manages meetings and calendar requests; performs filing, data entry, printing, supply ordering, and recordkeeping tasks, and fulfills internal and external customer service responsibilities.
• Ensures compliance with U.S. Postal Service regulations, including management of KBC’s BRM account; processes all incoming and outgoing mail, and sends, receives, and logs checks.
• Performs clerical duties for TS departments such as training program functional support, the filing and retention of operational records, testing documentation, and training files, and the coordination of off-site storage.
• Oversees scheduling for TS project meetings; takes minutes and manages follow-up notifications for action items.
• Enters daily transfusions in the Blood Bank Computer System (BBCS) and completes and files import/export documents to support Hospital Services inventory management; communicates with hospitals regarding product returns and current inventory status, upon request.
• Performs data entry for quality control, maintains monthly operational data in spreadsheets, and prepares departmental reports for tracking hospital inventory management, as requested.
• Assists with the development of Standard Operating Procedures (SOPs) in the document control system, including annual review, and project revisions.
• Assists Accounting with filing and contacting vendors and reviewing their statements.
• Enters invoices in ENVI, reconciles AMEX statements; and obtains invoices from vendor websites, organizing and retaining electronically on network drives.
• Distributes reports to Managers, such as those related to payroll and accounting processes.
• Enters fee schedules in the Blood Bank Computer System (BBCS).
• Assists General Services department with data entry in the fleet management portal.
• Fulfills other duties and participates in special projects as assigned.

Qualifications:

• High School Diploma or equivalent; related Associate’s degree or formal administrative training preferred.
• Two years of relevant experience in an office or customer service environment with clerical responsibilities required.
• Advanced MS Office (Outlook, Word, Excel) and Adobe proficiency with data entry skills and the ability to navigate web applications and custom systems.
• General office/clerical skills, such as coordination of events, calendar management, phones, copier/scanner, filing, etc.
• Strong communication, customer service, and organizational skills, with the ability to maintain confidentiality, and to interact effectively at all levels of the organization.
• Regular hours are 8am to 5pm, Monday – Friday, with occasional scheduling flexibility required.

Benefits (All insurance coverage after 60 days):

• Medical/Dental/Vision/Life/Disability Insurance
• Flexible Spending Accounts/Health Savings Accounts (FSA/HSA)
• Cancer/Accident Insurance
• Retirement Plan with up to 10% employer contribution (after 1 year of employment)
• Immediate PTO Accrual
• Paid Holidays
• Employee Assistance Program (EAP)

We are an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.