Administrative Specialist

The Administrative Specialist provides support for all of Organ Donation Services (ODS) including call schedules, expenses, scheduling/planning meetings, travel arrangements and general data management and reports. The Administrative Specialist manages the Memorial Card process for donor families and oversees the communication and distribution of hospital development promotional materials and supplies.Staff Expenses: Reviews expenses to ensure submissions are complete and accurate.Communicates to employee when corrections are needed or forwards expenses to Manager for final approval.Travel:Arranges and coordinates travel schedules and reservations for ODS staff.Coordinates all travel logistics for contract Traveler staff.New Hires:Enters on-site case activity into the online competency checklists.Enters call schedule into ODS’ schedule platform, Aladtec, and calendars on SharePoint.Memorial Cards: Intakes memorial card submissions from donor families and accurately submits them to printing company to generate a proof.Reviews proofs with Administrative team.Coordinates printing and delivery with printing company.Hospital Development:Oversees request and distribution of hospital development education and promotional materials and supplies.Maintains budget for promotional items and hospital development materials.Works with Hospital Donation Strategists (HDSs) to develop the Hospital Highlight for the Hospital Partners portion of the NEDS website.Generates and emails CEU certificates for attendees of various education sessions and symposiumsCall Schedules: Supports Organ Optimization Managers with the creation of Donation Coordinator call schedules.Supports Family Services leadership with maintaining a current schedule for Family Services team.Enters call schedules each month into Aladtec.Administrative: Develops and maintains relevant databases, records and reports as requested.Coordinates schedules for ODS Leadership and creates meeting appointments and invites.Coordinates and arranges meetings, conference/video calls, prepares agenda, prepares meeting materials, reserves and prepares facilities and records, transcribes and distributes meeting minutes as requested.Makes copies of correspondence or other printed materials.Prepares expense reports and invoice information for services rendered.Forwards mail for Family Services team.Carries out other duties as deemed appropriate by Administrative Manager, Education and Development and/or Sr. Director, Education and Development.