Job Information
Seattle Children’s Hospital Administrative Assistant Senior in Seattle, Washington
Responsibilities: Provide a wide range of highly complex administrative tasks. Responsibilities include the organization, prioritization and coordination of a high volume of work including confidential information. Duties include exceptional customer service to customers and visitors; creating, typing, editing, and proofreading various department documents; creating and maintaining filing systems; scheduling meetings and arranging travel; entering, extracting, and analyzing data into reports and presentations; coordinating and monitoring budget preparation; auditing or reconciling financial statements and invoices; and managing workload required to complete projects. Duties will vary by department. Job Posting Addendum: Description: Provides comprehensive administrative support for for the PLUGS (Patient-centered Laboratory Utilization Guidance Services) business. PLUGS is a non-profit laboratory stewardship business within Seattle Children's Hospital Department of Laboratories. PLUGS administrative assistance consists of supporting the team with the following: Marketing and managing PLUGS memberships, sponsorships and partnerships; Educating new members via social media, webinars and conferences; Creating educational and marketing content; Managing a website and social media and conference management software; Managing trade show and conference planning National conference production Additional tasks include supply ordering, oversight of all invoicing and contract management, and administrative support for PLUGS huddles and team meetings. Facilitates effective communication with all stakeholders including external clients, sponsors, partners and the internal PLUGS team. Some travel may be required. Education and Experience: (Identify only education requirements that are legally defensible - e.g., an attorney needs a Juris Doctor) Preferred: - Marketing experience - Bachelors degree in Healthcare, Communications, Marketing or Business related field - Experience with website and social media development/maintainance Program Administrative Support: * Act as primary point of contact for PLUGS partners and clients by responding to inquiries via email and phone. Monitor and manage PLUGS Outlook Inbox and Social Media accounts * Support and foster relationships with existing clients, sponsors and new leads * Follow established procedures for onboarding new clients using e-mail communication, web-based marketing platforms and SalesForce * Coordinate scheduling meetings with clients and laboratory team via outlook and Microsoft Teams * Plan,schedule, and provide AV support for webinars (WebEx) * Maintain, support and troubleshoot WordPress website * Maintain the CRM (Client database) for PLUGS via SalesForce * Maintain and update all of the internet and social media marketing tools for business lines as directed by Program Manager * Coordinate tradeshow activities including development of marketing materials * Track and monitor contract renewals and payments Conferences: * Assist in planning PLUGS Annual Summit and Regional Meetings. Plan event space, create signage and marketing materials, perform outreach to invite speakers, and track sponsorships. Some travel may be required. Finance Tracking: * Work with Hospital Finance to manage accurate invoicing of clients and sponsors and ensure payments are received. Requirements: Required Education/Experience: High school diploma or equivalent experience. Minimum five (5) years of related experience in the areas of customer service and/or office management including responsible administrative work supporting high level management or executives. Required Credentials: If assigned to a Home Care Services department, a copy of required education for this position