Overview
Administrative Assistant III Department of Surgery SCH Jobs in Buffalo, NY at Catholic Health System
About Us
Pinnacle Transplant Technologies is a multi-service tissue bank committed to honoring the gift of donation and improving patient’s quality of life through the processing and distribution of high-quality allograft implants. For over a decade, Pinnacle has helped surgeons improve the lives of thousands of patients. We offer a comprehensive portfolio of products and solutions across multiple market segments, including Spine, Sports Medicine, General Orthopedics, Trauma, Dental, and Regenerative Medicine. Pinnacle is registered with the Food and Drug Administration (FDA) and accredited by the American Association of Tissue Banks (AATB).
How You Contribute to Pinnacle Transplant’s Success
The Executive Administrator & Office Manager will support the daily operations of our offices by interacting with associates, customers, clients, as well as others and will be the front line to Pinnacle Transplant Technologies. He/She supports the entire business through effective communication, organization, relationship building, and supporting needs through proactive partnership and planning. This person will also support our Executive team (E & C suites) as well as our Senior Leadership and Human Resources team with tasks, actions, and requested support as needed. This is a blended role of office management and administrative duties for three buildings and a remote population across multiple time zones.
Work hours: Monday – Friday; 8:00 am – 5:00 pm (flexible hours are required) – Onsite position
Work environment: Office Environment with some interaction within Manufacturing
Location: North Phoenix, near 19th Avenue and Pinnacle Peak Road
Pay Rate: $69,000 – $77,000, dependent on experience
No relocation will be provided
What You Will Do
Duties will encompass a can-do attitude with various levels of work and communication ranging from greeting visitors to maintaining Executive calendars and communications, etc.
This is a highly visible role that requires excellent communication both verbal and written, ability to sit/stand for long periods of time, ability to multi-task while achieving completed and error free work.
Ability to work with highly confidential information and maintain discreet communication and expectations around sensitive information
Flexibility and ability to learn regulations and requirements within a federally regulated and controlled work environment
Executive/Senior Leadership support:
Calendars, travel, expense reports, printing, presentations, agenda’s, communication to various partners, meeting setup including conference room setup, meal management, supplies, etc.
May include note taking and action item communication and follow up for Senior Leadership/Executive meetings
Support is across multiple time zones
Excellent time management skills regarding deadlines, last-minute requests, anticipating needs, problem solving, etc.
Events such as Quarterly Team Meetings, Town Halls, Holiday events, Visitor/Customer events, etc.
Expense reports monthly and may partner with Accounting regarding other departmental needs
Candidate travel booking (air, hotel, car, etc., maintaining communication with Candidates)
Anticipating and staying ahead of Executive/Senior Leadership team with tasks, action, requests, etc.
May support Marketing/Sales teams with Conference/Customer needs (will not travel)
Office Manager support:
Duties will involve greeting visitors, answering incoming phone calls, fax and mail distribution for the office
Communicating company-wide announcements
Develops procedures and policies for administrative activities, such as records maintenance, document preparation, reception, and other related internal operations
Company-wide communication such as visitors, new hires, events, birthday/anniversary awards and communication board updates, etc.
Purchases and maintains office equipment and supplies as well as managing a budget and financial responsibilities of equipment and supplies
Manages the front office, copy rooms, break rooms, conference rooms, and general office supplies/guest supplies and ensures all areas are neat, well stocked, and equipment is functioning properly
Partners with Purchasing team on anticipated needs (copy paper, office supplies, Amazon purchases, etc.)
Partners with the IT team on printer management and toner needs
Managing and coordinating micro-market vending partnership as well as managing the associate break rooms (presence, supplies, communication, etc.)
Partnership with new hire experience, paperwork creation, name plate, desk setup, announcements, etc.
Assisting the HR function by with any administrative requests that may be needed or requested
Maintaining company documents such as organization chart, telephone directory, and television announcements and communication boards
Partnership to Donor Services group regarding receiving/filing of Donor TTR forms
Will be making independent decisions as well as financial liability decisions
Will represent on various committees such as Safety Committee, Employee Engagement events, and other committees/partnerships as needed
Perform other duties as assigned.
What Qualifications You Will Bring
3-7 years of previous experience required
Four-year college degree or equivalent experience in lieu of
Advanced knowledge of Microsoft Office Suite – primarily Outlook, Teams, Excel, and PowerPoint and mobile technology
Ability to produce an excellent work product under firm time constraints; prioritize and manage multiple, simultaneous projects and assignments.
Strong ability to work independently and within a team environment, resourceful, organized, self-starter with excellent relationship building skills.
Ability to juggle multiple projects, strong prioritization and time management skills, diplomatic and adaptable to changing situations and priorities.
Ability to work non-standard hours as the role requires (events, visitors, etc.)
Effectively handles more complex aspects of the role including Vendor Management, Event Coordination, Project Management, etc.
How You Will Grow
Develop skills in learning the Tissue Banking industry.
Develop skills in working in a regulated work environment
Who You Will Partner With
Executive/Senior Leadership teams
Human Resources team
All levels of leadership including all levels of Associates
Outside vendors/partnership
Where You Will Work
Full Time position (40 hours or more) based in Arizona.
Office Environment and may include interaction with manufacturing
Hours may include evenings and weekends to perform tasks outlined in the job description.
Ability to sit and stand for long periods of time
Requires daily walking between buildings, lifting of up to 50+ lbs., and occasional use of your own personal vehicle (mileage reimbursement given)
Monday – Friday; 8:00 am – 5:00 pm, with flexibility to support the business
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Title: Administrative Assistant III Department of Surgery SCH
Company: Catholic Health System
Location: Buffalo, NY
