Administrative Assistant, MWO

Summary:

Overview

The Administrative Assistant will provide direct support by assisting with the daily administrative and operational needs of the MWO. The Administrative Assistant will complete administrative tasks associated with Vice President and leadership support, office operations, travel and event planning, greeting and engaging with visitors and the public, and in-bound and out-bound mailings.

Who We Are

ASPCA Poison Control, the leading animal poison control service in North America, is

committed to serving pet parents and the veterinary community. ASPCA Poison Control fields

over 400,000 calls and manages over 300,000 cases annually. ASPCA Poison Control's clinical

toxicology team supports veterinarians and pet owners 24/7 using a proprietary database

containing over five million cases.

Please note: Applications for this role will be accepted until 5pm ET on Wednesday Sept 17th.

Responsibilities:

What You'll Do

• The Administrative Assistant reports directly to the Vice President, ASPCA Poison Control and Client and Member support and has no direct reports.
• The Administrative Assistant will ensure efficient operation of the Midwest Office in Champaign, IL and will assist leadership, managers, and employees with a variety of tasks related to organization, hospitality, and communication. The person in this role will manage calendars; prepare reports and other documents; greet staff, vendors, and visitors; handle inquiries; and provide general assistance as requested.

Where and When You'll Work

• This position is an on-site role at the ASPCA Midwest office and reports to the Vice President, ASPCA Poison Control and Client and Member Support
• This position requires the ability and willingness to work a flexible schedule, including after-hour availability to support team members working 24/7/365.
• Ability and willingness to travel occasionally, as needed.

What You'll Get

Compensation

The target hiring range is based on where the employee works, which for remote roles is the employee's primary location of residence, and its respective cost of labor. You canview which zone appliesto you based on your location (aspca.app.box.com/v/aspcazonetable). For questions regarding locations not on the list, please send an email toCareers@aspca.orgfor more information.

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary ranges for this role are set forth below and may be modified in the future.

• Zone 1: $21.15-$22.60 per hour

• Zone 2: $22.85-$24.30 per hour

Benefits

At the ASPCA, you don't have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.
• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions - we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.

Responsibilities

Responsibility buckets are listed in general order of importance, and include but are not limited to:

Administrative Support

• Provide administrative and schedule support to contact center leadership, preparing emails, documents, spreadsheets, reports, and agendas as requested.
• Professionally manage reception in the front office, greeting employees, visitors, and vendors ensuring compliance with sign-in procedures.
• Oversee meeting and travel planning for staff as requested.
• Lead and participate in the planning of events and meals for the MWO.
• Ensure space is set up for meetings including any materials, supplies, and meals.
• Distribute mail and packages and prepare invoices and other mailings for shipment.
• Provide excellent internal and external customer service.
• Assist in contact center management by working customer service queue phone shifts as requested.
• Assist with Client and Member Support activities including phone and email cases, tax letter generation, MS escalated premium queue management, and other responsibilities as needed.
• Manage call backs for returned invoices and provide excellent documentation.
• Create and send out anniversary and sympathy cards/certificates and assist with award selections.
• Take meeting notes as requested and distribute as appropriate providing follow-up to ensure accountability.
• Provide support on facilities related contacts including landlord, vendors, and maintenance related contacts.
• Engage with leaders and managers to facilitate communication between contact center staff, managers, and other ASPCA departments, conveying information about policies, procedures, opportunities, events, and news.

Qualifications

• A passion for animal welfare
• Strong organizational skills
• Outstanding interpersonal skills with the ability to create effective relationships throughout the organization and with clients
• Excellent written and verbal communication and team building skills
• Ability to create a collaborative work environment incorporating the organization's core values
• Enthusiasm for operating amidst complexity and change
• Ability to handle confidential information and comfort interacting with staff at all levels
• Ability to manage interactions with diplomacy and tact
• Ability to exercise independent judgment and initiative to determine approach or action to take in routine, non-routine, and complex situations
• Ability to handle multiple projects with focus, accuracy, and efficiency
• A high level of energy and motivation
• Must be able to lift up to 25 lbs. and work in a stationary position for 8 or more hours
• Exemplifies ASPCA's core values, behavioral competencies, and commitment to diversity, equity, and inclusion.

Language

• English

Education and Work Experience

• Associate's degree or equivalent experience

Qualifications:

Language:

Education and Work Experience:

Our EEO Policy:
The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA's standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA's People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA's vision - that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.

Your Employee Rights Under the Family and Medical Leave Act:
Pursuant to regulations of the Family and Medical Leave Act (FMLA), we provide this notice to applicants about eligible employees' protected leave for certain reasons. Click on the link to learn more.

Applicants that are residents of Colorado: Per CO Senate Bill 23-058, we cannot generally request or require any age-related information (i.e., age, DOB, attendance or graduation dates from an educational institution) on an initial employment application; this includes any age-related inquiries in the initial interview. We are permitted to require/request additional application materials; if those materials contain any age-related information, an applicant may redact the information before submitting an initial employment application.

Indiana Applicants: Pursuant to Indiana law, we are providing notice that it is an unlawful employment practice for an employer to discriminate against a prospective employee on the basis of status as a veteran by: (1) refusing to employ an applicant for employment on the basis that the applicant is a veteran of the armed forces of the United States; or (2) refusing to employ an applicant for employment on the basis that the applicant is a member of the Indiana National Guard or a member of a reserve component. Should you feel that you were a victim of discrimination on the basis of veteran status, please let us know at careers@aspca.org. Alternatively, you can file a complaint with the following agencies at any time: Indiana Civil Rights Commission (ICRC) 100 North Senate Avenue, Room N103, Indianapolis, IN 46204; Office: (317) 232-2600 | Toll Free: (800) 628-2909; Hearing Impaired: (800) 743-3333 | Fax: (317) 232-6580; E-mail: icrc@crc.in.gov | Website: www.in.gov/icrc. Equal Employment Opportunity Commission - Indianapolis Field Office; 115 W. Washington Street South Tower Suite 600; Indianapolis, IN 46204; Phone: 463-999-1240; Fax: 317-226-7953; TTY: 1-800-669-6820;ASL Video Phone: 844-234-5122.