Job description

POSITION SUMMARY:
THIS POSITION IS A TEMPORARY ROLE FOR AN EMPLOYEE MATERNITY LEAVE

3 TO 4 MONTH ASSIGNMENT

Under the direct supervision of the Director of Facilities, this position will act as a receptionist and office administrator for AtriCure’s Minneapolis office. In addition to word processing, data entry, ordering office supplies, and mailings on behalf of AtriCure, the individual may perform duties such as financial record keeping and billing reconciliation, coordination of meetings and conferences, managing purchase orders, coordinating travel, and working on special projects. This role may require handling of highly confidential and sensitive information. S/he will deal with a diverse group of external and internal contacts at all levels. Independent judgement is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures. This role acts as liaison with Facilities and may assume some local Facilities tasks.

ESSENTIAL FUNCTIONS OF THE POSITION:

• Welcome all guests, customers, vendors, etc.
• Answer, organize, and route incoming information and calls
• Inventory, order, stock, and organize office provisions and supplies from current and new vendors – including sourcing and assessing new supply vendors as needed. Track expenses
• Maintain office services by organizing office operations, supplies and procedures; designing systems; and providing overall administrative and clerical support
• Retrieve mail, sort, and deliver to internal mailboxes/desks. Maintain postage supplies if applicable. Add postage to outgoing mail as needed and complete shipping forms as requested
• Maintain breakrooms(stocking supplies, running dishwasher, etc.); order catering and pick up food and other items as needed; and other Facilities duties
• Assist the Executive Assistant on an as-needed basis
• Provide overall administrative support to Human Resources and Marketing team as needed
• Reconcile and process benefits billing on a routine basis
• Ensure employee onboarding for the Minnesota office is organized and prepared in order to create a positive first impression:
• Coordinate with facilities on desk location for new hire
• Coordinate with IT on equipment for new hire – ensure everything is ready “day one”
• Confirm first day preparations (arrival time, lunch scheduled with manager/team, etc.)
• Provide AtriCure welcome items at desk prior to arrival
• Assist with the following, as needed: Schedule, organize, and manage activities such as meetings, travel, calendar invitations, expense reports, seminars, conferences, and department/office activities
• Order gifts and floral arrangements for employees as needed

ADDITIONAL ESSENTIAL FUNCTIONS OF THE POSITION:

• Regular and predictable work performance
• Ability to work under fast-paced conditions
• Ability to make decisions and use good judgment
• Ability to prioritize various duties and multitask as required
• Ability to successfully work with others
• Additional duties as assigned

BASIC QUALIFICATIONS:

• Minimum of two years administrative experience
• High school diploma or demonstrated equivalent combination of education, training and experience
• Excellent personal effectiveness/credibility
• Proven written and verbal communication skills
• Experience with Microsoft Office programs including Outlook, Word, Excel, PowerPoint, and Internet Explorer
• Experience handling multi-line phone
• Possible local travel 5%

PREFERRED QUALIFICATIONS:

• Associates or Bachelor’s degree
• Ability to set up video conferences using WebEx, Lync, Skype, etc.
• Experience handling confidential information
• Advanced skills using Microsoft Office Suite. Ability to perform moderately advanced tasks such as analysis/formulas in Excel, creating PowerPoint graphics and charts, linking files and managing multiple calendars

OTHER REQUIREMENTS:

• Ability to regularly walk, sit, or stand as needed
• Ability to occasionally bend and push/pull as needed
• Ability to pass pre-employment drug screen and background check

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