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. 

Responsibilities

• Administrative support
• Maintain building security key fobs and grants building access to appropriate individuals
• Maintain all executive staff calendars and meeting room calendars
• Coordinates activities of messenger/runner staff on a daily basis to ensure all pickup/dropoff 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 extern, 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)
• Coordinates 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 as directed on-site and off-site events including but not limited to, compiling headcount, Ordering food and refreshments, preparation and clean up of 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 back-up coverage and assistance for other administrative positions as needed due to vacations, time off and temporary position vacancies.
• Special projects as assigned.

Performance Expectations

• 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.

Qualifications

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 should have working knowledge of Microsoft Word, Excel, and PowerPoint and keyboarding skills.
  • Experience with computer and telephone systems required.
• Certificates and Licenses:
  • No certification required
• 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.

Physical Demands

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.

• Must be able to sit, walk, and stand for long periods of time.
• Repetitive use of hands and fingers
• Must be able to sit/stand in front of a computer for moderate periods of time.
• Physical demand requirements are in excess of those for sedentary work.
• Must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds and occasionally exert up to fifty pounds of force.
• Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.

What We Offer
We care deeply about supporting our team members — professionally and personally. Benefits include:

• Medical, dental, and vision insurance
• Paid Parental Leave (birth, adoption, foster)
• 401(k) with discretionary contribution
• Team Member Pet Discounts
• Emotional wellbeing support — including Calm app access and 24/7 EAP
• CE stipends and career development resources
• Grant Circle — a relief fund for team members facing personal hardship
• Local hospital culture backed by national resources