Operations Administration Assistant
WHO WE ARE:
Stadium Medical Ambulance was established in 2000 in the Denver metro area. We provide emergent and non-emergent transport service and medical standby and transport services in our Special Events division. In our Events division we have covered nearly every venue and type of event in town, such as Red Rocks, Ball Arena, Paramount or Mission Ballroom, motor cross and boxing to name just a few. Our dedicated staff provide outstanding medical care to patrons of these venues to athletes at the professional and collegiate levels. Recently, we formed a partnership with Common Spirit Health formerly known as Centura Health. We have grown far and wide into Summit County, Golden, CO, and the CO Springs communities - and beyond! We take pride in our long-standing, elite reputation with our customers, community, and clients. At Stadium Medical, we are dedicated to providing emergency medical of the highest quality. As part of a growing organization, our team of professionals are committed to the mission to save lives and serve our community. Join Us! We are forever evolving!
Do you enjoy working in a dynamic environment? We want you on our team!
Functioning in a support role for primarily the Chief Operating Officer, with the Special Events Manager acting as affiliate, the ideal candidate has data entry, scheduling, and invoicing background. The candidate should be looking to expand their knowledge in business and administrative operations and can meet challenging demands of new and existing projects. The role has consistent responsibilities, and other duties that will evolve over time depending on the needs of administrative leadership. Depending on experience and competencies, this job may act as a hybrid work position.
ESSENTIAL DUTIES AND RESPONSIILITIES:
Main Tasks and Focus of Position
30% Data Entry
•Position manages a high volume of emails. Provide responses, information, service estimates, and follow up to current and prospective clients in a timely manner.
• Responsible for transcribing data from spreadsheets and emails into the scheduling software with a high degree of accuracy, while accounting for business factors. (Travel time, etc.)
• Ability to keep up with ongoing logistical changes to events based on client needs.
50% Operational Support
• Serves as a first point of contact for internal and external visitors, clients, and employees.
• Schedule appointments and meetings, ability to maintain applicable calendars.
• Assist Scheduling Coordinator with immediate scheduling needs for all divisions, acts collaboratively to ensure shifts are adequately staffed.
• Develop, implement, and maintain dedicated crews to each venue to ensure a consistent, stable, and complete event schedule.
• Works with transport and event managers to facilitate lateral movement of staff to other divisions based on needs and qualifications.
• Assists Supervisors and Managers with any scheduling needs.
20% Invoicing
• Facilitates timely invoicing of special events, depending on contractual requirements with high accuracy.
• Maintains client database with current contact information.
• Assist with billing or payable needs as necessary, exemplifying great customer service.
JOB KNOWLEDGE & JOB FUNCTIONS:
• Superb attention to detail; ability to accomplish and complete a task while demonstrating a thorough concern for all the areas involved, no matter how small. • Ability to work independently, and collaboratively as part of a team. • Strong sense of technology and data entry via Excel, Google Suite, and other data entry platforms. • Responsible for ensuring strategies, details and implementation of each given task are well organized. Ability to build and maintain a dynamic rapport with staff members. • Understand and help shape the company’s recipe and mission. • Possesses strong multi-tasking abilities. • Brings a professional and calm demeanor to a rapidly changing environment. • Displays effective collaboration with all departments to have a solution-oriented approach. • Duties and tasks are complex in nature. Considerable judgment and initiative are required in resolving problems and making decisions.
COMMUNICATION/WORKING RELATIONSHIPS:
• Possess excellent written and verbal communication skills with the ability to effectively communicate and interact with the staff, customers, and other agencies in a positive and cooperative manner. This includes: • Internal Contacts: EMTs, Paramedics, Dispatchers, Drivers, and Administration. • External Contacts: Venue contacts
Minimum requirements:
High school diploma or equivalent. Three years of data entry experience required. Proven experience in an administrative role, preferably in an operations or business setting. Demonstrate proficient skills in Excel with abilities in the rest of MS Office, Google Sheets, and the ability to learn, understand and utilize agency’s relevant technology. Applicable scheduling experience is preferred. The candidate must demonstrate a history of exceptional customer service skills. EMS Experience is a plus but is not necessary.
Starting hiring range:
Starts at $19.50 - $24.00 hourly, based on experience.
FLSA Status: Full time, Non-Exempt
Schedule: Schedule will be Monday-Friday, hours are flexible and will be determined based on candidate and business need.
Check us out!
Stadium Medical is committed to creating and supporting a diverse and inclusive team and serving all communities. All qualified applicants will be considered for employment regardless of race, gender, gender identity or expression, sexual orientation, religion, national origin, disability, age, or veteran status.