SEIU Healthcare Minnesota & Iowa

Administrative Assistant

Based in St. Paul, MN

 

Job Title: Administrative Assistant
Location: On-Site, Saint Paul, Minnesota
Hours: 8:30AM – 5:00PM
Bargaining Unit: OPEIU Local 12

ORGANIZATION OVERVIEW:
SEIU Healthcare Minnesota & Iowa represents over 50,000 healthcare and long term care workers in hospitals, clinics, nursing home, and home care across Minnesota and Iowa. SEIU Healthcare Minnesota & Iowa is dedicated to building an organization which advances social and economic justice through work on local, state, national and even global policy issues which affect our members; our patients, residents and clients; and our communities. Focused on uniting workers in healthcare, long term care, and homecare, SEIU members are winning better wages, healthcare and more secure jobs for our communities, uniting their strength with their counterparts around the state and world to help ensure that workers benefit from today’s global economy.

GENERAL DESCRIPTION
The Administrative Assistant reports to the Director of Administration and provides a full range of administrative and office support services to the various SEIU Healthcare Minnesota sectors, membership and staff.

ESSENTIAL FUNCTIONS &RESPONSIBILITIES
Maintain office services

• Performs receptionist duties, answer phones and initiate appropriate follow-up and manage main line voice mail system.
• Processes incoming and outgoing mail and distribution.
• Greet and assist members, guests, and visitors.
• Process member requests and complaints received by telephone and walk-in and refer to appropriate staff for resolution.
• Maintain and handle facsimile, scanning and copying needs.
• Assist with the maintenance of office equipment.
• Coordinate and schedule meetings, including but not limited to arranging for sending meeting notices, setting up conference rooms, catering, ordering food, and preparation of materials.

Maintain office records

• Data entry which includes data entry of membership cards, entering Committee on Political Education (COPE) cards, activities reporting.
• Update and manage information in various record-keeping systems.
• Prepare materials, including urgent correspondences, letters, fliers, forms, announcements and coordinate mailing.
• Establish and maintain hard copy and electronic filing system.
• Assist with letters and mailings.

Maintain office

• Maintain a clean and professional environment for members, staff and visitors.
• Schedule and prepare conference rooms for meetings.
• Update and secure sign in sheets.
• Assist with setting up for executive boards meetings.
• Order and maintain inventory of office supplies for the office.

Perform other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Ability to function well as a team.
• Understand and effectively carry out complex verbal and written directions.
• Work well under pressure, able to handle multiple tasks and meet strict deadlines.
• Problem-solve and work independently.
• Good planning and organizational skills: ability to prioritize work assignments and be punctual.
• Excellent written and oral communications skills.
• Spelling, grammar and proofreading skills.
• Excellent public relations, telephone and personal skills.
• Record-keeping skills.

MINIMUM QUALIFICATIONS:

• An administrative degree or equivalent or a high school diploma or GED with three (3) years administrative support experience.
• Computer skills and intermediate level proficiency in MS Office Suite of products (Outlook, Excel, Word, Access, Publisher, PowerPoint).
• Customer service skills sufficient to provide prompt, courteous and accurate information.

PREFERRED QUALIFICATIONS:

• Five (5) years of clerical, secretarial, or office experience.
• Skill in database management sufficient to create and maintain unique data sets, run queries, review and analyze data.
• Knowledge or experience using union membership database systems.
• Ability to carry out administrative functions in a setting where supervision is not constant.
• Able to prioritize and plan activities and initiate/complete assignments and projects successfully
• Demonstrated high level of professionalism and confidentiality.

CONFIDENTIAL INFORMATION:
Maintain confidential information related to staff, the organization, and related data for members.

PHYSICAL DEMANDS:
Work is in a general office environment. Physical Demands sufficient to: Talk and hear, frequently stand, stand for long periods of time, sit for long periods of times, frequently walk and manual dexterity required for constant keying. Occasionally lift to 40 lbs., frequently lift and carry up to 5 pounds.

OTHER REQUIREMENTS:
Willingness to work overtime (including nights and weekends) as needed.

To Apply:
Please submit your cover letter and résumé to either Rasha Ahmad Sharif, at Rasha.Ahmadsharif@seiuhcmnia.org or Jigme Ugen, at Jigme.Ugen@seiuhcmnia.org