Overview
Administrative Assistant Jobs in Lincoln, NE at Bryan Health
Are you looking for a place where innovation and collaboration join forces to support a vision of Health for All? Do you thrive in environments where you can roll up your sleeves and create and enhance an infrastructure that helps drive a national impact? The PA Education Association (PAEA) is looking for you: a driven and dedicated professional to join our team as an Office Coordinator.
The Office Coordinator plays an integral role in operations and events, supporting and strengthening the organization’s operational backbone. The Coordinator will serve as the main point of contact for office-related issues, support staff and visitors, and manage the logistics of office operations and in-person meetings. This position will be a hybrid role and will be required to work at PAEA’s office in Washington, DC weekly.
This position may be exposed to sensitive and confidential information daily, this individual is responsible for maintaining the confidentiality that knowledge of such warrants. In this position, employees must respect and protect the privacy, confidentiality, and security of all personal information to which they have access in the performance of their duties for PAEA, in accordance with PAEA’s Privacy Policy and the PAEA Employee Handbook that all employees must sign.
Please include your resume and a cover letter when applying for this position.
Specific Responsibilities:
Office Operations: Coordinate all day-to-day office operations to ensure a productive and positive work environment
Maintain office supplies and equipment, managing inventory and reordering when necessary.
Serve as the primary liaison for office space vendors, contractors, building operations team and security.
Ensure cleanliness and organization of common areas and workspaces.
Coordinate mail pick up and distribution of mail to office staff. Process shipping requests and enter checks in adherence to finance deadlines.
Coordinate catering for staff events and meetings and assist to ensure office cleanliness and appearance for events.
Assist staff and onboarding of new staff to implement office procedures (Including: order name tags and business cards, etc.).
Implement and maintain procedures/office administrative systems, including ensuring filing and storage is in order and in compliance with PAEA’s document retention policies
Assist with other operations team projects and tasks as assigned
Event Coordination: Coordinate the planning and execution of assigned event logistics for PAEA meetings and events, working with the staff point of contact or staff partner.
Maintaining guest lists and tracking RSVPs and registrations.
Assisting attendees with travel and reimbursement information as well as hotel reservation confirmations.
Developing and managing contracts involving food service arrangements, hotel room blocks, and meeting venue. Additional vendors may include photography and videography arrangements, room set up and décor, audio visual requirements or other necessary preparations.
Coordinating the ordering, shipping and printing of meeting-related supplies.
Assist with member and vendor communications related to PAEA events
Provide onsite event coordination to assigned meetings to ensure a flawless execution while providing a high level of customer service to all members, speakers, invited attendees, staff, and vendor partners.
Meeting Management: Conduct meeting planning sessions with stakeholders to gather all event requests and develop, manage and maintain production timelines.
Maintain a meeting calendar and database for tracking meeting deliverables and participation results.
Review event information with event manager to ensure that each event is created in alignment with established budget and planning deadlines.
Provide regular status updates within department and across teams as well as with external vendor partners to ensure changes, additions and details correspond to established budget, timelines and deadlines.
Reconcile all meeting services charges in adherence to budgets and deadlines.
Other Duties
The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice.
Qualifications, Knowledge, Skills, and Abilities:
Required
High school diploma or equivalent
Proven experience in an office administration or coordinator role, with a minimum of 2 years of experience.
Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
Excellent communication skills, both written and verbal.
Detail-oriented with a high level of accuracy.
Ability to work independently, take initiative, and collaborate with a team.
Professional demeanor with the ability to handle confidential information.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Preferred:
Experience at a nonprofit association
ADA Specifications
The ability to lift up to 15 pounds and perform occasional physical tasks such as setting up meeting rooms or managing office supplies
Proficiency in operating office equipment, such as a computer, keyboard, mouse, and telephone.
Travel Requirements
This position requires periodic travel to assigned organizational events, including the staff retreat.
Essential Functions:
Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
Work Environment & Benefits
This position requires a weekly in-office presence (approximately 2 days per week) and occasional interaction with vendors and external parties. Some flexibility in work hours may be required based on events or meetings and additional in-office presence will be required for events or meetings. PAEA’s office is located in Washington, DC.
PAEA offers a competitive salary and benefits that considers external market compensation and maintains internal equity. The salary range for this position is $54,000- $58,000 annually. The benefits package includes health, life, and disability insurances; paid time off and holidays; a 403(b) retirement plan with an 8% employer contribution; monthly wellness stipend, professional development funding, tuition assistance, and other benefits.
Work Authorization or Security Clearance Requirements
The individual in this position must be authorized to work in the United States.
EEO Statement
PAEA is committed to equity, diversity, and inclusion in all areas of its business activities, including employment, management, procurement and contracting. As such, it is the policy of PAEA to afford equal opportunity in employment and contracting without regard to race, color, national origin, sex, religious preference, age, sexual orientation, genetic information, gender identity, status as a parent, disability, veteran or any other status protected by applicable US law.
Title: Administrative Assistant
Company: Bryan Health
Location: Lincoln, NE
