Admin Specialist - AAVSB

Job Responsibilities

Admin Duties

• Perform office administrative tasks.
• Provide exceptional customer service to staff members and customers.
• Answer general inquiries (phone and email) as the first line of communication.
• Create and maintain standard operating procedures.
• Perform duties as required based on the needs of the AAVSB and other AAVSB staff and management.

Volunteer Coordination Duties

• Maintain volunteer database to include the life of the volunteer from interest to placement to ending volunteer work.
• Consider trends with the AAVSB volunteers.
• Become an expert in the third-party software systems for the volunteer database and the committee management.
• Verify entered data using discrepancy reports. Investigate and correct records as necessary.
• Maintain volunteer operations by following established policies and procedures.
• Maintain desk manual for the volunteer coordination providing draft revisions quarterly.
• Communicate promptly with volunteers using email and telephone calls.
• Maintain a high standard of excellence in customer service.
• Aid in coordinating in-person committee meeting details.
• Maintain volunteer supplies and drive to storage facility for volunteer supplies.

WITHIN 1 MONTH, YOU WILL:

• Observe in-office and administrative team procedures.
• Begin introduction to the programs of the AAVSB.
• Establish positive working relationships with AAVSB Committee Staff members, committed to diversity, equity, and inclusion in the workplace.
• Be able to accurately process volunteer submissions and initial communications with assistance.
• Engage the volunteer tracking software.
• Engage in the committee management software.
• Observe the volunteer process.

WITHIN 3 MONTHS, YOU WILL:

• Demonstrate teamwork and collaboration.
• Further understand the programs of the AAVSB.
• Be able to respond to common customer service questions about the AAVSB.
• Be able to distinguish the different Committees of the AAVSB.
• Have a better understanding of the volunteer tracking software.
• Have a better understanding of the committee management software.
• Be able to respond to common customer service questions from volunteers with assistance.
• Be able to distinguish the different stages of the AAVSB volunteer.

WITHIN 6 MONTHS, YOU WILL:

• Be mentored by the Chief Business Officer on the processes in place while bringing new ideas.
• Perform administrative tasks with ease.
• Serve as back-up to the Administrative Associate.
• Create standard operating procedures.
• Be able to accurately process and review volunteer requests, submissions and communications without assistance.
• Understand the roles of the different Committees of the AAVSB.
• Be able to respond confidently to volunteer questions via phone and email.
• Participate in development, testing, and implementation of new procedures for the volunteer process.
• Be proficient in the volunteer tracking software.
• Be proficient in the committee management software.
• Assist with specific in-person committee meeting details.

 WITHIN 12 MONTHS, YOU WILL:

• Continue mentorship with the Chief Business Officer to learn historical aspects of association.
• Be a valuable asset to the organization with accurate and efficient work habits.
• Be able to prioritize workflow needs without assistance.
• Understand AAVSB’s role in veterinary medicine and the AAVSB’s services.
• Know the volunteers of the AAVSB by name by serving as primary point of contact for them.
• Understand the responsibilities of the different Committees of the AAVSB.
• Be able to show statistics about volunteers.
• Be able to train other committee staff members on the volunteer tracking software and the committee management software.
• Provide impactful insight into volunteer needs.
• Assist as a committee staff helper for the volunteer committee.

Job Qualifications to be successful in this role:

• Be open to mentorship.
• Be able to take direction as well as collaborate.
• Use critical judgement.
• Provide exceptional customer service and interpersonal skills.
• Have a positive personality.
• Exercise keen attention to detail to verify data and see discrepancies.
• Be flexible to adapt to changing circumstances and evolving needs of staff and volunteers.
• Have high observation skills.
• Possess organizational and time management skills.
• Work with others in both an office setting and in remote locations.
• Have commitment to diversity, equity, and inclusion in the workplace.
• Maintain confidential information and do so with professionalism and discretion.
• Have working knowledge of Microsoft Office 365.
• Be able to lift 20 pounds.
• Be able to drive to the storage facility for volunteer supplies.

Experience & Education

Required: Associate’s degree in business management and minimum of two years of demonstrable experience in volunteer coordination. Some of the years of experience may be substituted by relevant education or certifications. 

Preferred: Bachelor’s degree in business management or a minimum of four years of demonstratable experience in volunteer coordination. In-office experience.

Details

This is a full-time and non-exempt position. Work is performed under the direction of the Chief Business Officer. Must pass a background check. Must have a valid driver’s license.

Salary Range: $49,000 - $53,000

Include an introduction letter.

 APPLY HERE: Admin Specialist

The AAVSB has one office which is located in Overland Park, Kansas. This position works in the AAVSB office.  Some travel outside of the Kansas City Metro is required.

Equal Employment Opportunity

The AAVSB provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, gender, pregnancy, sexual orientation, gender identity, national origin, age, disability, military status, or genetic information (including family medical history). In addition to federal law requirements, the AAVSB complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

OMNI and our clients are Equal Opportunity Employers and seek diversity in candidates for employment. EEO Employer W/M/Vet/Disabled/Sexual Orientation/Gender Identity.