at Goodwill Industries* in Wichita, Kansas, United States
Job Description
Organization:
For more than 60 years, Goodwill Industries of Kansas has been a trusted resource and advocate for people with disabilities and barriers to employment. At Goodwill Industries of Kansas, our mission is to transform lives and communities through the power of education, training and employment. Our vision is to be the leading resource for individuals seeking their fullest potential. We are looking for a Senior Administrative Assistant to play a key role in furthering our vision and mission in our Administrative Services department.
Values:
- Sustainability: We commit to practices that support environmental, social and economic strength.
- Ethics: We uphold high standards of honesty, integrity and fairness in all business dealings.
- Respect: We treat ever individual with dignity, care and sincerity to build an equitable environment.
- Voice: We listen to each other, value feedback and advocate for our communities.
- Inspiration: We motivate, encourage and energize individuals to be their best through leadership and vision.
- Community Engagement: We recognize the strength of collaboration and engage deeply with our stakeholders to transform lives together.
- Excellence: We embrace innovation and strive for outstanding quality to deliver a positive impact to those we serve.
Summary:
The Administrative Assistant plays a critical role in ensuring administrative continuity, document integrity, and organizational compliance across all departments. This role coordinates C-Suite member calendars, oversees organizational document control and standard operating procedure (SOP) systems, manages records to support accreditation standards, and facilitates day-to-day internal administrative operations such as mail distribution, supply ordering, and interdepartmental communications. This role ensures professional documentation and excellence in administrative execution.
Job Competencies:
- Organizing and tracking.
- Critical thinking and problem solving.
- Dependability and planning.
- Proficiency in technology applications and Internet computing.
- Written communication, integrity, ethics, credibility, and trust – able to maintain privacy of students, staff, and clients.
- Judgment and problem solving.
- Cooperation.
- Initiative.
- Quality work.
- Teamwork.
- Accuracy.
- Adaptability.
Essential Functions:
- Central Calendar Administration – Coordinate, prioritize, and adjust daily, weekly, and long-range calendars for the C-Suite. Proactively resolve scheduling conflicts, send meeting confirmations, and ensure meeting materials are prepared and distributed.
- Enterprise Document Control – Serve as the system administrator for all SOPs, forms, and controlled documents; manage versioning, approval routing, archival, and user permission in alignment with accreditation standards.
- Accreditation File Stewardship – Maintain readiness binders and digital repositories that support external audits, accreditation, and ensure traceability of corrective actions and retention of evidence files.
- Regulatory Records Management – Organize and safeguard training/certification logs (e.g., forklift); ensure secure storage and timely destruction per regulation.
- Reporting Support – assist leadership with data compilation, reporting and presentation production in support of accreditation, quality, risk, and other committees as requested.
- Mail, Shipping, and Courier Services – Oversee incoming/outgoing mail, certified and bulk mailings, coordinates with the Shipping department for FedEx/UPS shipments, and internal pouch transfers; maintain chain of custody logs for sensitive materials.
- Supply Chain Coordination – Manage procurement of office, breakroom, and meeting supplies; perform vendor cost comparisons; reconcile packing slips to purchase orders and flag variances.
- Phone Queue Usage Oversight – Maintain familiarity with the structure and functionality of the phone queue system, including routing trees, after-hours greetings, holiday schedules, and on-call rollover procedures. Coordinate with IT to request updates, document change requests, and ensure the configuration log remains current.
- Confidential Stakeholder Interaction – Serve as a professional point of contact for board members, auditors, donors, and regulators; prepare visitor packets and coordinate escort procedures when onsite.
Duties and Responsibilities:
- Collect, index, and file program data from multiple departments; verify completeness and escalate discrepancies.
- Execute the annual SOP review cycle: generate department review lists, send reminders, track revisions, and publish approved updates.
- Draft meeting minutes for internal quality committees, and accreditation workgroups; circulate drafts for approval and store final copies in the controlled repository.
- Coordinate with CCO to create and update document templates (letterhead, forms, presentations) to ensure brand consistency and version compliance.
- Coordinate mass mailings: build data files, perform mail merge, oversee printing/assembly, and submit postal documentation for bulk discounts.
- Reconcile monthly postage meter and courier invoices; code to proper cost centers and forward to Accounts Payable.
- Maintain a clean, professional front workspace; ensure reception backup staff have current desk instructions and emergency contacts.
- Sign for deliveries, verify packing slips, and route materials to requesters; document nonconformance (damage, shortage) and submit claims.
- Track company vehicle checkout logs; schedule routine maintenance and ensure mileage and fuel usage are recorded accurately.
- Compile monthly Key Performance Indicator metrics for administrative and C-Suite dashboards.
- Provide technical guidance to departments deploying new controlled forms; train users on fillable PDF functionality and e-signature workflows.
- Adhere strictly to Goodwill’s confidentiality, ethics, safety, and accessibility policies; report any violations immediately.
- Participate in required safety drills, competency training, and departmental and organizational projects as needed.
- Maintain familiarity with emerging accreditation requirements and recommend updates to document control procedures accordingly.
- Serve as the administrator for shared conference room scheduling software; troubleshoot reservation conflicts and maintain resource attributes (A/V, capacity, accessibility).
- Perform additional related duties as assigned.
Physical Strength:
- Lift -- push/pull while standing - Not every day, but occasionally up to 50 pounds.
- Carry -- push/pull while moving - Not every day, but occasionally up to 50 pounds.
