Job description

Salary Range: Please note the typical Hiring Range is $23.00 - $24.50 per hour. Job offers within the range are based on relevant job qualifications and pay equity.
This position contributes to the calling of the organization through serving as the first point of contact and the first impression of the organization by greeting personnel and visitors, answering the phone in a professional and personable manner, maintaining essential office support functions, and by providing knowledge management and administrative support to the Executive Office.

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Medical Teams International Calling:*
Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

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ESSENTIAL DUTIES AND RESPONSIBILITIES*
Essential duties:

• Develop, document, and maintain SoPs and Best Practices for office coordination.
• Ensure all front desk resources, forms, and handbooks are current and updated regularly.
• Coordinate partner use of the HQ building, including blood drives, immunization clinics, and partner meetings.
• Manage corporate contracts for travel and serve as primary point of contact for travel services; conduct annual review of travel and hospitality contract terms.
• Organize travel by booking accommodation and reservation needs, as required.
• Develop and maintain system for tracking all organizational contracts and agreements.
• Establish and maintain an inventory of office supplies; manage supply requests and bi-weekly office supply orders to maintain appropriate quantities in mail and copy rooms.
• Create intranet pages related to Tigard HQ office procedures and events, weekly Stand-Up summaries, and local traveler information. Review employee information pages for accuracy.
• Collaborate with the Facility and Safety Specialist on any facilities related concerns.
• Maintain EZ Texting database with HQ staff contacts.
• Support Executive Office planning for activities such as offsites, team meetings, and celebrations.
• Manage all incoming communication; including phone, fax, and mail services.
• Answer, screen, and transfer inbound phone calls.
• Maintain mailing machine, and ensure adequate postage and supplies are available at all times.
• Set up and maintain staff mailboxes; forward priority grant and bank account correspondence to remote staff, as needed.
• Process outgoing mail and packages; check the outside mailbox, daily.
• Mail checks to bank lockbox on the same day of receipt.
• Represent Medical Teams International in a professional, positive, and enthusiastic way.
• Take and record donations over the phone.
• Responsible for opening and preparing the “front of house” for daily operations.
• Secure the front desk area, including the main entrance, at the close of each day.
• Receive and direct visitors, monitor logbook, issue visitor badges.
• Maintain reception area and all common areas (including workrooms and break areas) in a clean and tidy manner at all times.
• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.

Other duties:

• Provide other administrative support to the department as needed.
• Utilize volunteers when appropriate.
• Other duties as assigned.

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EDUCATION, LICENSES, & CERTIFICATIONS*
Required:

• Associate degree or an equivalent combination of education and experience.

EXPERIENCE
Required:

• 3 years office experience.

KNOWLEDGE, SKILLS & ABILITIES

• Commitment to Medical Teams International’s Calling Statement and Core Values.
• Exceptional customer-service skills.
• Works well under pressure and meets tight deadlines.
• High level of organizational and time management skills; ability to prioritize and multi-task.
• Ability to work both independently, with minimal supervision, and as a valued team member.
• Strong problem-solving skills.
• Meticulous attention to detail, able to keep accurate records.
• Computer literate with capability in email, MS Office and related business and communication tools such as Teams.
• Ability to exercise considerable initiative to plan, organize, and follow through.
• Ability to consistently communicate professionally and effectively with all constituents.
• Ability to communicate effectively both verbally and in writing.
• Ability to operate well in a fast-paced work environment.
• Ability to work collaboratively with others.
• Pleasant, professional phone manner.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to 10 pounds.
• Seldom to occasionally positions self to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.

BENEFITS
The following information outlines typical benefits available for US-based, regular employees scheduled 30 hours or more per week. Actual benefits may be prorated for other than full-time work.

• Excellent Medical, Dental, and Vision Insurance
• Flexible work schedule options
• Life insurance & AD&D
• Generous vacation time (20 days), sick leave (10 days), and 12 paid holidays per year
• 401k retirement plan
• Paid parental leave
• Employee Assistance Plan

For a full description of our benefits, you can learn more here.

Job Type: Full-time

Pay: $20.98 - $31.47 per hour

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