Administrative Assistant I

Job Overview:

The Administrative Assistant will be responsible for working closely with the Outreach team on programs including the flu & COVID-19 vaccination program as well as reward fulfillment for our 3 global Wellness Challenges. They will also work on all aspects of the current Outreach projects being implemented and evaluated in the upcoming months.

Fulfillment:

• Reserve individual conference rooms for 2-3 weeks across SCV buildings.
• Coordinate submitting iForms requests with Corovan in retrieving challenge rewards from the warehouse to designated locations.
• Manage inventory and reward label pins for each event.
• Assist with morning setup and breakdown of each event.
• Help facilitate distribution and assist with break/lunch coverage.
• Assist with fulfillment of all Wellness Challenges
• Organize fulfillment inventory and keep the inventory database up to date.
•  Answer fulfillment inquiries.
•  Support with all other fulfillment needs for all Outreach programs.

Flu and COVID Vaccination Program:

• Assist with SCV & US/Canada field/retail program development and organization & day-to-day operations.
• Attend all SCV flu events & help with set-up and tear-down & ensuring a smooth flu clinic.
• Greet and check in all employees and dependents warmly with a genuine smile and eye contact.
• Handout and assist with filling out consent forms.
• Manage the flow of the clinic by directing patients to open nurse stations and managing the lineup queue.
• Troubleshoot any check-in computer issues.
• Keep track of the total number of vaccinations for each clinic
• Manage supplies for daily flu clinics: check-in computer, easel poster, bandaids, etc.
• Answer any questions employees may have regarding the flu clinic.
• Work with facilities to ensure our space and supplies needs are met before the season starts.
• Create proper signage.
• Help reserve conference rooms for corporate and field offices.
• Build iCal schedule.
• Signups tool support: build events, update consents, send survey emails, monitor signups.
• Send staff email reminders 3 days before each event.
• Ensure nursing staff is on time for events and can find the location properly.
• Send bandaids to retail stores 2 months before flu season.
• Reach out to store leaders, champions, and contacts regarding low sign-ups, if needed
• Keep track of survey feedback
• Keep track of flu participation numbers and trends for corporate and retail events
• Support with all other flu program needs.

Other Outreach Programs:

•  Help support various Outreach program needs throughout the flu season when projects/tasks arise.
• Learn the Wellness signups tool and assist the Outreach team in the administration of classes, e.g., add new classes to the tool.
•  Learn the Qualtrics survey tool and assist the Outreach team in creating surveys for classes.
•  Assist with onsite coordination for SCV Blood Drives, e.g. vendor setup and vendor breakdown.
•  Support calendar reminders for building a virtual marrow drive with DNA groups.
•  Help assist in booking rooms for the onsite chair massage program in SCV.

•     Experience in corporate wellness or the health field is desired.
•     Excellent communication skills, reliable & professional
•     Exceptional level of organization, attention to detail, troubleshooting, and strong customer service skills
•     Professional presence works well with all levels of internal and external contacts with professionalism.
•     Ability to prioritize tasks and take initiative and ownership of programs.
•     Motivated, flexible, self-starter who works well individually and in teams.
•     Commitment to customer experience and standards of excellence
•     Familiarity with using products
•     Technically savvy, able to quickly and confidently learn how to navigate and help troubleshoot the internal tools that we use for our wellness programs.

Education:

• B.S. in exercise science, physiology, kinesiology, public health, or a related field preferred

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