Administrative Assistant

College of American Pathologists • Northfield, IL • 15h ago

Who we are? As the world's largest organization of board-certified pathologists and leading provider of laboratory accreditation and proficiency testing programs, the College of American Pathologists (CAP) serves patients, pathologists, and the public by fostering and advocating excellence in the practice of pathology and laboratory medicine worldwide.

Our Culture

CAP employees make a meaningful difference by partnering with colleagues customers and members on challenging and rewarding work

CAP provides its employees with an energetic and collaborative work environment and encourage opportunities to further develop their skills-offering reimbursement for educational programs and participation in events that enhance your skills

We offer a generous compensation and benefits package, 401K, and more -- visit Careers at the CAP (https://www.cap.org/careers-at-the-cap) for more details

Brief Description

The Administrative Assistant is responsible for:

Providing administrative support to directors, managers, technical associates and other staff within LIP.

Providing support to VP, when needed.

Managing flow of information and correspondence throughout the department.

Assisting with special projects as assigned.

Demonstrating the PRIDE Principles on a daily basis.

Making independent decisions following established procedures and guidelines set by administrative manager.

Specific Duties

Primary duties and responsibilities of Administrative Assistant:

Provide administrative support to LIP Directors and managers, including appointment and conference call scheduling, phone support and contact with members and staff.

Prepare reports and presentations using Word, PowerPoint and Excel, Outlook, Oracle (iExpense, iProcurement, Customer Online View) InfoMapping, Reliance, InDesign, Scores, and all new Microsoft (OneDrive, SharePoint, Teams) as well as Zoom calls for staff.

Manage flow of internal and external information. Receive and send information electronically, via U.S. mail or express service providers; receive, sort and distribute incoming mail.

Coordinate conference calls and webinars and distribute call materials to participants.

Audit and code expense reports for staff and members of all CSA committees, along with distribution of draft and approved committee meeting minutes.

Provide direction/guidelines to technical staff regarding timely submission of work.

Organize materials and coordinate assembly and distribution of Council and Committee agenda books, in electronic and paper format and ensure shipping of committee documents to meeting locations. Assist with dinner planning, transportation arrangements, tent cards, name badges and miscellaneous reservations as needed.

Assist the LIP Administrative Team with ongoing training for the division.

Assist employees with the CAP FileShare accounts for members and staff.

Archive meeting agenda books/materials.

Order and distribution Everyday Leadership awards for LIP division, maintaining an accurate spreadsheet tally for HR records.

Create bi-weekly communication email providing important topic information for the LIP division.

Interface with other CAP divisions/departments to coordinate completion of specific tasks.

Respond to special project requests from VP, directors, managers, technical associates and other LIP members.

Order and distribute supplies and monitor supply budget.

Submit and monitor demographic changes for committee member database.

Maintain awareness of overall department operations and company policy as required.

Provide help with proofreading assignments with Integrated Services when needed.

Prepare weekly print kits for Senior Editor in Integrated Services.

Annually schedule and prepare Survey's Pre-Meetings for all upcoming year kit print assignments and continue maintaining this throughout the year via Teams.

Serve as back up for LIP Administrative Manager.

Perform other duties and special projects when assigned.

Knowledge / Skills Required/ Preferred

Personal:

Good interpersonal skills.

Excellent attention to detail.

Excellent proofreading skills

Excellent verbal communication skills

Professional:

Solid written communication skills.

Ability to organize work in an environment of multiple priorities and stringent time lines.

Technical:

Proficient computer skills with aptitude for learning new software applications.

Strong MS Office experience.

Education / Experience

Education:

High school graduate; some college preferred.

Experience:

Three to five years administrative assistant or office experience.

Related certifications:

N/A

Additional Criteria

This position is based out of the Northfield, IL office. Candidates must resides within 75 miles of the Northfield office.

Salary: $21.00 - $26.00 hourly

Equal Opportunity Employer The CAP is an equal opportunity/affirmative action employer, providing equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, creed, color, religion, sex, gender identity and/or expression, national origin, age, ancestry, disability or genetic information, military status, sexual orientation, marital status, citizenship status, order of protection status, homelessness, or any other characteristic protected by federal law and the applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Applicants have rights under Federal Employment Laws: Family and Medical Leave Act Equal Employment Opportunity Employee Polygraph Protection Act

Job Details

Job Family Administration

Pay Type Hourly

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