Office Administrator

Job Title:
Administrative Assistant

FLSA Status: Non-Exempt

Department: Main Office, Hagyard Equine Medical Institute

Schedule: Monday – Friday, 8am – 4:30pm; weekend and evenings as required.

Summary: Provide key administrative support to Hagyard Management team and administrative operations.

Essential Responsibilities and Essential Functions include the following. Other duties may be assigned.

• Administrative support
  • Maintain building security key fobs and grant building access to appropriate individuals
  • Maintain all executive staff calendars and meeting room calendars
  • Coordinate activities of messenger/runner staff on a daily basis to ensure all pick-up/drop-off locations are identified and addressed
  • Coordinate company vehicle maintenance programs including oversight of reminders and maintenance schedules for employees with Hagyard assigned vehicles
  • Assist Facilities Manager and COO with special projects as assigned
  • Coordinate and submit annual renewal of doctors professional memberships
  • Assist HR team as needed with annual veterinary license renewals
• Purchasing
  • Order and distribute office supplies, meeting supplies, toner, and other office needs
  • Maintain Amazon and Staples central ordering for practice
  • Maintain office stock in external, main office and common areas including kitchen items and supplies
  • Order and distribute employee name badges, where applicable
  • Compile and submit monthly employee expense reimbursements for doctors and employees to Accounts Payable team for monthly report input in Concur as directed
  • Properly code and submit monthly company credit card expense reports for administrative support personnel (runner, maintenance team, etc)
  • Coordinate priority mail shipping for administrative staff
  • Assist with travel arrangements for employees and visitors as needed with approval from COO
  • Run and consolidate routine month-end reports as directed
  • Assist with coordination of department uniform service and laundry service contracts and services
• Meeting & Event Coordination
  • Prepare Hagyard conference room for meetings
  • Assist with sending internal and external communication regarding events
  • Coordinate on-site and off-site events, including but not limited to compiling headcount, ordering food and refreshments, and preparing and cleaning up the conference room or related event spaces as needed
  • Provide assistance with employee events, meetings, sponsored events, continuing education and client events as needed
  • Event assistance may require some travel or runner responsibilities
  • Events may occur after hours and on weekends both on-site and off-site and require additional hours and overtime
  • Advanced notice and scheduling will be provided for most events
  • Assist with visitor tours (Horse Country tour program) as needed as directed by administrative teams
  • Provide backup coverage and assistance for other administrative positions as needed due to vacations, time off and temporary position vacancies
• Special projects as assigned

• Professional demeanor
• Detail oriented and able to take directions
• Respects confidentiality of client/patient data
• Strong oral communication skills
• Strong customer service skills
• Strong computer skills

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education/Experience
  • Bachelor's Degree or higher preferred
• Language Ability
  • Ability to read, analyze, and interpret general technical procedures
  • Ability to write/document technical information and procedure manuals. Ability to effectively present information and respond to questions from doctors, other staff and clients
• Math Ability
  • Ability to apply simple math formulas
• Reasoning Ability
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
  • Ability to deal with problems involving several concrete variables in standardized situations
• Computer Skills
  • To perform this job successfully, an individual…