Texas Organ Sharing Alliance (TOSA), founded in 1975, is one of 57 federally-designated Organ Procurement Organizations (OPOs) in the United States. TOSA is committed to a mission of saving lives through the power of organ donation by providing organ donation and recovery services to Central and South Texans wishing to donate, and to those waiting for a life-saving organ transplant. Recognized as a Top Workplace in San Antonio since 2014. TOSA has staff members in Austin, San Antonio, and McAllen.

JOB SUMMARY: The Regional and Quality Services Administrative Assistant will assist Quality Services in all aspects of the donor/import organ information, CQI functions, data submission, scheduling, and event organization. This position may require, on occasion, travel by company or personal vehicle. The incumbent will have access to confidential material and must strictly adhere to the Texas Organ Sharing Alliance confidentiality policy.

WORK SCHEDULE: The Regional and Quality Services Administrative Assistant is a full-time hourly position. Normal office hours are 8 a.m. to 5 p.m., Monday through Friday. The employee may occasionally have to work evenings or weekend, as needed.

ESSENTIAL FUNCTIONS AND DUTIES:

• Support of organizational mission and objectives.
• Provides primary office telephone service for office staff; answer calls, take and deliver messages to appropriate persons and page staff as needed.
• Greets visitors to office.
• Takes minutes for the meetings, as requested.
• Prepares advance notices, agenda, and information packets for meeting or event participants.
• Collaborates with various departments and functions in preparing special projects.
• Performs initial QA for referral review process weekly and updates assigned CQA.
• Performs fax requests for hospital systems without remote access and maintains communication.
• Works in conjunction with Quality Analysts to facilitate Quality review in a timely manner.
• Assists in entering Audits into Q-pulse
• Updates and maintains import and donor information records as needed.
• Assists in the overall completion of donor/import information records as needed for the Chief Financial Officer.
• Performs duties such as data entry, data submission to regulatory agencies, maintenance functions, and updates in a timely manner.
• Performs Quality audits as needed.
• Assists in preparation for regulatory audits.
• Organizes and maintains office supplies and purchase requisitions.
• Receives and sorts incoming mail. Posts outgoing mail.
• Maintains office equipment such as fax machine, copier, and postage meter.
• Maintains office cleanliness, organization and appearance.
• Recommends system and/or procedural changes as necessary.
• Attends mandatory meetings and/or trainings.
• Demonstrates an appropriate professional demeanor and contributes to the development of a positive working environment.
• Assists other administrative assistants in answering and transferring phone calls.
• Assists in other duties as needed.

REQUIREMENTS:

• High School Diploma or GED is required
• Minimum of 2 years related clerical secretarial experience.
• Must be proficient in proper English language usage, grammar, and punctuation; modern office methods; technical applications and procedures; business letter and report writing techniques.
• Must know advanced formatting of Microsoft Word, Excel, and PowerPoint
• Must be able to carry out all assignments in a timely manner and take the initiative to follow-up on problems and issues without request.
• General knowledge of office equipment to include, copier color and black and white, fax machines and office phone systems.
• Physical requirements include ability to lift at least 50 lbs.