Office Administrator

The Office Administrator role at Children's Hospital Colorado Foundation is responsible for ensuring smooth and seamless operations of the Foundation office space and providing administrative support to the operations departments and workgroups. This job will have a physical office required presence for assigned duties, Monday - Friday between the hours of 8a and 5p.

Additional Information
Department Name:
Job Status: Full time, 40 hours per week.- Non exempt.
Shift: Mon to Fri. 5 days per week. onsite

Duties & Responsibilities

Office Operations Support
*Ensuring tidy upkeep of office spaces, kitchen, and storage areas.
*Maintains and inventory and orders supplies and materials, including office supplies, letterhead, postage, printing, coffee, snacks, etc.
*Coordinates vendor relationships for office equipment maintenance and repair
*Answers live-calls and responds to general Foundation phone and email inquiries during regular business hours.
*Maintains the Foundation conference rooms-scheduling calendars in MS O365
*Coordinates requests for repairs of property and equipment
*Monitor, support, and train team members with workroom devices (e.g. printers, postage, and other office equipment)
*Maintains a clean and efficient front office environment, including notification to staff regarding deliveries and other materials stored in the space.
*Maintains and communicate awareness of building activities and physical surroundings, including partnering with Hospital Shared Services/Security team
*Maintains inventory and tracking of employee equipment including computers, peripherals, and keys.

Administrative Support
*Schedules meetings and maintains calendars as requested
*Prepares and distributes agendas; takes and distributes minutes
*Receives, processes, validates, tracks, and submits invoices for approval and payment.

Bank Deposits & Mail Procedures
*Accurately posts mail & tracks usage by department
*Collects and distributes incoming mail and deliveries
*Requests postage machine and meter repairs as needed
*Ordering postage and other mail supplies as needed
*Prepare incoming donations for deposits, including pickup, and couriering to bank for processing and deposit.
*Maintain the current procedure (SOP) for deposits that can be used as a training document for other team members to understand the process for coverage needs
*Serves as primary point of contact for postage vendor for mail needs

Other Duties as Assigned
*Conducts data entry and cleanup in Foundation systems
*Provide administrative support for other departments or work groups
*Serves as Foundation Safety Specialist, attending assigned meetings and share/train team members on relevant information
*Other projects as assigned and approved by the Vice President, Operations
*Assist with Foundation-wide events, including team-member celebrations and engagement, at signature events like Courage Classic Bicycle Tour, the Children's Gala and others.

Minimum Qualifications

• Degrees
  • AA or AS degree is required.
• Experience
  • Minimum of three year's professional experience working in an office environment with direct experience in customer service.
  • PREFERRED QUALIFICATIONS:
    * Experience working in a non-profit environment
    * Administrative Professional experience
    * Experience with Blackbaud CRM
    
• Equivalency
  • No equivalency .
    
• Additional Requirements
  • Please insert details here for CONTINGENCY
    
• Competency

CORE COMPETENCIES: Different from trained skills, work experience, and/or education, these are the applied technical, functional, and/or adaptive qualities and abilities that an individual contributor will need to be successful in this job.
1. Customer/Client Focus - Ability to keep constituents informed and supported: delivering quality with kindness and efficiency on service commitments and collaboration with others.
2. Attention to Detail - An ability to efficiently achieve accuracy when accomplishing duties, no matter how small or large; able to identify errors.
3. Initiative - Proactively takes on tasks and responsibilities without being asked; anticipates and acts on future needs, opportunities, and challenges.
4. Organization - The ability to use mental capacity, physical space, and energy effectively to reach the designed outcome; achieve maximum productivity, prioritize projects, and stay on track.
5. Communication - Exhibit excellent verbal, non-verbal, and written communication skills with clarity, confidence, and by using the best method and tools that support effective listening, understanding content, and creating quality deliverables.
6. Professionalism - Represent the Foundation as a qualified, confident, and respectful front-facing team member.
7. Flexibility - Showing the willingness and ability to adapt to any situation; ready to modify, respond to and integrate change with minimal resistance.
8. Time Management - Effectively plan and prioritize tasks according to importance; keeps and maintains task lists, calendars, and develops a contingency plan to respond to unplanned situations.
9. Teamwork - Demonstrates the ability to work well with others; collaborative communications, connected goals, willingness to consider new or different ideas; share ownership for collective work and outcomes.
Standard: Candidates will successfully represent our Foundation Core Values: Accountability, Donors-First, Expertise, Integrity, Leadership, and Mission-Driven.

Salary Information
Pay is dependent on applicant's relevant experience.

Hourly Range: $30.29 to $38.46

Benefits Information
Here, you matter. As a Children's Hospital Colorado team member, you will receive a competitive pay and benefits package designed to take care of your needs that includes base pay, incentives, paid time off, medical/dental/vision insurance, company provided life and disability insurance, paid parental leave, 403b employer match (retirement savings), a robust wellness program, and access to professional development tools, including an education benefit to help you advance your career.

As part of our Total Rewards package, Children's Colorado offers an annual employee bonus program that rewards eligible team members based on organizational performance. If organizational goals are met for the year, the bonus is paid out the following April.

Children's Colorado delivers annual base pay increases to eligible team members based on their performance over the previous year.

EEO Statement
It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other status protected by law or regulation. Be aware that none of the questions are intended to imply illegal preferences or discrimination based on non-job-related information. The position is expected to stay open until the posted close date. Please submit your application as soon as possible as the posting is subject to close at any time once a sufficient pool of qualified applicants is obtained.

Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of attendance at or graduation from an educational institution. You will not be penalized for redacting or removing this information.