Office Administrator

Description
Organization Overview
Founded by philanthropists Gary and Mary West, West Health, and its affiliated organizations, focus on the mission of lowering the cost of healthcare to enable seniors to successfully age in place with access to high-quality, affordable health and support services that preserve and protect their dignity, quality of life and independence.
Headquartered in La Jolla, California with an office in Washington, D.C., West Health includes the Gary and Mary West Health Institute, a nonprofit medical research organization, the nonprofit, nonpartisan Gary and Mary West Health Policy Center and Gary and Mary West Charitable Trust.
Position Summary
The Office Administrator position offers an excellent opportunity for an energetic, organized, self-starting individual. This position will provide office and facility support for various projects within the West Health Institute and related entities. This position is an "in-person" opportunity in La Jolla, CA, with operating hours of 8:00 a.m. - 4:30 p.m., five days a week, from Monday to Friday. This position will be primarily located at the front desk of our headquarters. The qualified candidate must demonstrate an outgoing personality, good phone manners, and a can-do attitude in a fast-paced and dynamic environment. In this role, you will interact with various employees, including executive and senior-level management, and must display exceptional customer service and interpersonal skills. Additionally, the candidate will be responsible for confidential and time-sensitive material in an environment where professionalism, competence, communication skills, and confidentiality are paramount.
In this extremely visible role, this individual must be dependable, flexible, punctual, and maintain a professional appearance. Candidate must be able to work independently under deadlines and understand and prioritize workload. The qualified candidate will take their role of the "first contact" ambassador seriously and will have a professional appearance.
Essential Duties and Functions
Office Management

• Maintains continuous lines of communication, throughout the West Health entities.
• Greet and engage all persons who enter the building in a friendly, accommodating, and professional manner and answer multi-line phone and address system in a courteous, timely, and professional manner.
• Establishes and maintains positive working relationships with external vendors and support providers; contact vendors and coordinate services; review vendor invoices for accuracy; research and contract with new vendors as required.
• Answer multi-line phone and address system in a courteous, timely, and professional manner.
• Protect and maintain confidential information on employees' e-mail addresses and phone extensions.

• Assist with contacting the appropriate party within the Institute for all visitors, vendors, and other non-employees.
• Maintain logbook and ensure all non-employees are entered into the front desk logbook.
• Assist with setting up access for new hires and deactivating access for separated employees: creating badges & name plates, setting up/clearing offices, setting up gym access, and providing office tours.
• Prepare new signage and materials for the building when needed (i.e., conferences, anniversary banners, building notices)
• Receive and approve all deliveries and route to appropriate employee or department.
• Receive and distribute all correspondence from USPS, FedEx, and other mail delivery services.
• Prepare expense reports as needed.
• Stock and maintain all kitchens and office supplies. periodically review supply pricing; research and select supply vendors as needed.
• Maintain the general upkeep of the office building; ensuring bathrooms are stocked, conference rooms are set up properly, cleaned, and kitchen appliances are working properly.
• Carry out routine checks to ensure safety and security and attend to general issues and fix simple office problems.
• Contact relevant personnel, vendors for troubleshooting complex issues.
• Assist with event planning (happy hours, seasonal outings, holiday parties, team building activities)
• Maintain and periodically review operational policies & procedures, guidelines, and best practices, revising and updating as required.
• Lead special projects as assigned.
• Assist or perform any administrative duties or operational duties assigned by supervisor.

Facilities

• Manage the relationship with Property Manager(s).
• Oversee and maintain relationships with vendors and support providers.
• Contact vendors and coordinate services as needed.
• Review vendor invoices for accuracy; research and contract with new vendors as required.
• Monitor all building systems to assure systems are operating correctly and efficiently troubleshoot all facilities and issues.by contacting the appropriate party.
• Serve as the primary point of contact to security vendor; provide on-site support of access control and security systems.
• Responsible for maintaining a safe and secure working environment.
• Update and implement an appropriate system of policies, internal controls, and procedures.
• Monitor all building systems to assure systems are operating correctly and efficiently. Systems include HVAC, Electrical, Office Equipment, Fire &Safety, Security and Plumbing.
• Assist or perform any administrative duties or operational duties assigned by supervisor.

Qualifications and Requirements

• High School diploma, associate degree, or bachelor's degree in communications, business administration or related field
• 1-2 years' experience as an Office Administrator, office assistant or relevant role
• Must type at least 50 wpm and be efficient with Microsoft Office suite.
• A wide degree of creativity and latitude is expected.
• Creative, enthusiastic, and independent; demonstrates a high degree of initiative; results-oriented; self-sufficient.
• Demonstrated ability to work collaboratively and in a small, team-oriented environment.
• Outstanding verbal, interpersonal and written communications skills.
• Ability to interact and build relationships with all employees up to C-level.
• High energy.
• Self-directed and also willing and excited to work with a team.
• Strong work ethic.
• Ability to perform under pressure and in a very dynamic environment with a high degree of composure, initiative, and motivation.
• Ability to lift and move 30lbs.
• Professional attire and appearance.
• Willingness to accept fluidity.
• Always exhibit a positive and "can do" attitude.
• Experience as a facility coordinator preferred, but not required.
• Understanding of safety regulations in offices
• Familiarity with office equipment and security systems
• Must believe in public health and science.

Compensation and Benefits
The estimated compensation range for this position is $50,000 - $60,000.
We gladly offer:

• An up to 10% Annual Performance Bonus
• Robust Benefits Package including Medical, Dental, and Vision plans.
• 401K/403b Retirement Plan Match
• Professional Reimbursements
• Generous PTO and Paid Holidays

West Health is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, color, religion, national origin, sexual orientation, gender, marital status, age, disability, or veteran's status.