Administrative Assistant - Fitchburg, United States - Wisconsin Hospital Association

Description

Administrative Assistant

Apply today to join a results-oriented team of professionals The Wisconsin Hospital Association (WHA) represents Wisconsin's hospitals and health systems by advocating for the ability of our members to lead in providing high quality, affordable, and accessible health care services, contributing to healthier communities.

We are looking for an experienced administrative professional to support our government relations department. This position is an integral part of the team and will perform duties indicative of an administrative assistant to the Senior Vice President Government Relations and other senior staff members of WHA and is the primary back-up to the executive assistant to the President/CEO.

WHA offers a competitive salary with a full benefits package, including 100% employer paid premiums for the health insurance plan and an 8% employer match on 401(k) contributions.

Job Responsibilities

• Coordinates meetings of the government relations department, councils, regions, and task force groups, including the creation and distribution of materials, making arrangements for/setting up meeting room, refreshments, and catering, as needed.
• Schedules meetings when necessary for government relations and public policy staff members (may involve internal staff, Association members and individuals from other external organizations) and must keep staff calendars updated when meeting details change.
• Responsible for managing the calendar of the Senior Vice President Government Relations and serve as primary backup for the President/CEO's Executive Assistant during absences/overflow work.
• Assists the administrative team with workflow, when needed. Participates in the rotation of administrative assistants with receptionist backup and other duties for the administrative staff pool.
• Manages the Wisconsin Hospital Association's fundraising program (Wisconsin Hospitals Conduit, State PAC, and Federal PAC) accounting software to ensure contributions and disbursements are accurately processed, recorded, and included in any analysis provided to staff. Other responsibilities related to the WI Hospitals PAC & Conduit include general fundraising functions including answering member questions, updating forms and brochures, processing PAC and conduit distributions to political candidates and other campaign committees, regular and weekly reporting of contribution and disbursement activity, and updating contributor lists.

Internal / External Contacts

This position has daily internal contacts with government relations department staff and frequent contacts with staff in other departments.

External contacts include the entire WHA membership, WHA contract lobbyists, WHA member government relations professionals, members of the Legislature, the state agency officials and staff, legislative staff, and many other health-related organizations on an individual basis both through written and oral communications. The position represents WHA in coordinating meetings and is to treat all external and internal stakeholders professionally as a representative of WHA.

Knowledge & Experience

This position requires a minimum of two years post-high school education (or comparable work experience) and proficiency in Office 365 applications, including Outlook, Word, Excel, Teams, and PowerPoint.

This candidate should possess:

• quick and accurate typing/word processing skills.

• strong computer skills, knowledge of Microsoft Office Suite and databases.

• excellent communication skills and interpersonal skills.

• ability to prioritize.

• good organizational skills.

• the proper rules of grammar, spelling and punctuation; and

• functional understanding and/or willingness to learn political and government processes.

Working Conditions

· This position works in a business environment.

· The ability to lift 20 – 50 lbs.

· The ability to sit for periods of 1 –2 hours.

· The ability to manage multiple tasks and deadlines.

Wisconsin Hospital Association is an equal opportunity and employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, mental or physical disability unrelated to ability to do the job, or any other characteristic protected by law.