Administrative Assistant, World Medical Mission

Job Description

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World Medical Mission is the medical arm of Samaritan’s Purse and has arranged more than 10,000 trips for doctors and other medical personnel to serve short-term on the mission field. The Administrative Assistant oversees general office operations for World Medical Mission (WMM), coordinates the administrative staff, and provides administrative support to the department and Director of WMM.

ESSENTIAL DUTIES

• Maintains a personal, active relationship with Jesus Christ and is a consistent witness for Jesus Christ.
• Provides primary administrative support to the Director of World Medical Mission, including scheduling appointments, arranging meetings, preparing agendas, and organizing visitor calls.
• Checks all invoices and expense reports for accuracy. Codes all departmental invoices and receipts.
• Acts as point of contact for the Director during travel. Notifies the Director of invoices, expense reports, purchase requisitions, and other documents requiring approval.
• Processes outgoing mail for Director, including dictation and crafting draft letters.
• Works with Travel department on Director’s behalf to secure airline/travel arrangements and processes travel reimbursements upon return. Assists Director of Development and Assistant Director with travel arrangements as needed.
• Assists Director and WMM Management team with the annual overhead budget, the bio-med/warehouse working budget, and the technology budget for the department.
• Completes and submits Project Information Request forms for special WMM projects. Coordinates shipping schedule for special projects with Technical Support Supervisor and Warehouse Supervisor.
• Coordinates monthly Samaritan’s Purse International Health Forum by communicating with featured speaker, collecting webinar materials, and providing Continuing Medical Education (CME) documents/information to Orlando Health correlating with the webinar.
• Coordinates other office duties with department Administrative Assistants and Managers. Ensures correspondence is answered, applications are processed, mail is properly sorted and distributed, filing for department is completed, record keeping is completed by Warehouse and Technical Group areas, and gift-in-kind inventory is updated and entered into the system.
• Participates in and provides support for Prescription for Renewal conference, including handling correspondence, coordinating with Special Events Director and staff, and gathering information for distribution.
• Prepares special reports and presentations such as Samaritan’s Purse board reports, WMM Committee meeting minutes, Donor Ministries updates, quarterly Prayer Point requests, and weekly Member Care prayer requests.
• Serves as departmental inventory contact. Performs yearly inventory and recordkeeping for all asset transfers.

KNOWLEDGE, SKILLS AND ABILITIES

1. Poised, alert, hospitable presence, and a servant-hearted demeanor
2. Exceptional customer service skills
3. Strong computer skills
4. Ability to take initiative to ensure job duties are completed timely and accurately
5. Ability to respond to a changing work environment with changing priorities
6. Effective communication and interpersonal skills, including written and verbal communication skills
7. Strong team player with a high degree of flexibility
8. Compassion and professionalism
9. General knowledge of Outlook, Word, Excel, SharePoint, Avaya CMS, ACRM, and other related office support software or equipment.

EDUCATION and/or EXPERIENCE

Bachelor’s degree (BA) from four-year college or university and three (3) to five (5) years of related experience and/or training; or equivalent combination of education and experience. 

Regular Full-time position

Benefit Package including:

• Medical, prescription, dental & vision insurance
• Flexible Spending Account (FSA)
• Long term and short term disability insurance
• Term Life insurance
• 401(k) retirement savings plan
• Paid holidays, vacation, and sick/personal time

Location: Boone, NC