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Administrative Assistant

Under the direction of Director of Technical Services of Blood Bank of Hawaii, the Administrative Assistant is responsible for handling the administrative and office support activities for the Director of Technical Services in order to ensure effective and efficient operations.

Job Duties and Responsibilities:

  • Maintains Director of Technical Services appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Handle all of incoming correspondence to the department and distribute based on reading, researching, and analyzing.
  • Prepare correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Prepares and distributes all applicable materials and documents for Laboratory meetings.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Develops, maintains and updates filing system for the department. Retrieves information from files when needed. Maintains all corporate records and documents.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new
  • equipment and techniques.
  • Prepares reports by collecting and analyzing information.
  • Acts as a liaison with other departments and outside agencies.
  • Works independently and within a team on special nonrecurring and ongoing projects. Assists in planning and coordinating multiple presentations, disseminating information, coordinating direct mailing.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Manages the internal and external communications and messages originating from the Administrative Office that enhances a positive perception of the Blood Bank of Hawaii.
  • Creates and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final
  • copy.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Other duties as assigned.

Knowledge/Education

  • Bachelor’s degree from an accredited college or university, preferably with a major in human resources

Preferred Licenses/Certifications

  • High school graduate
  • Associates Degree or business school graduate preferred

Experience

  • Minimum three (3) years’ experience as an Administrative assistant to senior management preferred.

Skills

  • Proficient in working in Microsoft Office (WORD, Excel, Access, Power Point and Outlook).
  • Detail oriented, accurate with good follow-through.
  • Good interpersonal and customer service skills with the ability to work with and service diverse individuals and provide excellent customer service.
  • Good oral, reading and written communication skills with the ability to give detailed information or instructions, ask questions that can be easily understood, and read, comprehend and apply information contained in written
  • materials and take technical material and put into language that can be easily understood orally or in writing.
  • Good listening skills with the ability to receive and comprehend detailed oral or written information.
  • Good organizational and time management skills with ability to maintain composure and professionalism when working under time constraints
  • Ability to work independently and as part of a team to productively collaborate and meet goals/objectives.
  • Ability to work in a variety of changing environments, with sudden changes in priorities and activities.

Other Requirements

  • Professional, business-like appearance
  • Good attendance
  • Flexible with schedule and ability to work long hours – able to adjust work schedule and days off to meet operational needs.

 

 Drug testing and physical examination required for all positions.

For questions about employment and to apply for these job positions please fill out the job application and email with resume to: This email address is being protected from spambots. You need JavaScript enabled to view it.