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Administrative Assistant - Wellness Programs

Cupertino, CA 95014

Posted: 04/16/2024 Employment Type: Contract Job Category: Accounting & Finance Job Number: 615373 Is job remote?: No Country: United States

Job Description


Job Title:
Administrative Assistant - Wellness Programs 
Contract: 4 Months
Location: Cupertino CA  
Hybrid: Fully On-site 

Must Haves:
  • Experience in corporate wellness or health field is desired
  • Familiarity using Apple products
  • Technically savvy, able to quickly and confidently learn how to navigate and help troubleshoot our internal tools that we use for our wellness programs
  •  B.S. in exercise science, physiology, kinesiology, public health or a related field preferred

Job Description: 
The Outreach specialist will be responsible for working closely with the Outreach team on programs including the flu & COVID-19 vaccination program as well as reward fulfillment for our 3 global Wellness Challenges. They will also work on all aspects of the current Outreach projects being implemented and evaluated in the upcoming months.

•    Manage onsite reward distribution in Santa Clara Valley
•    Reserve individual conference rooms for 2-3 weeks across SCV buildings
•    Coordinate submitting iForms requests with Corovan in retrieving challenge rewards from warehouse to designated locations
•    Manage inventory and reward label pins for each event
•    Assist with morning setup and breakdown of each event
•    Help facilitate distribution and assist with break / lunch coverage
•    Assist with fulfillment for all Wellness Challenges
•    Organize fulfillment inventory and keep inventory database up to date
•    Answer fulfillment inquires
•    Support with all other fulfillment needs for all Outreach programs

Flu and COVID Vaccination Program
•    Assist with SCV & US/Canada field/retail program development and organization & day-to-day operations
•    Attend all SCV flu events & help with set-up and tear down & ensuring a smooth flu clinic
•    Greet and check-in all employees and dependents warmly with a genuine smile and eye contact
•    Handout and assist with filling out consent forms
•    Manage flow of clinic by directing patients to open nurse’s stations and managing the lineup queue
•    Troubleshoot any check-in computer issues
•    Keep track of total number of vaccinations for each clinic
•    Manage supplies for daily flu clinics: check-in computer, easel poster, bandaids, etc.
•    Answer any questions employees may have regarding the flu clinic
•    Work with facilities to ensure our space and supplies needs are met prior to season starting
•    Create proper signage
•    Help reserve conference rooms for corporate and field offices
•    Build iCal schedule
•    Signups tool support: build events, update consents, send survey email, monitor signups
•    Send staffing email reminders 3 days prior to each event
•    Ensure nursing staff is on time to events and can find the location properly
•    Send bandaids to retail stores 2 months prior to flu season
•    Reach out to store leaders, champions and contacts regarding low sign-ups, if needed
•    Keep track of survey feedback
•    Keep track of flu participation numbers and trends for corporate and retail events
•    Support with all other flu program needs

Other Outreach Programs
•    Help support various Outreach program needs throughout the flu season when projects/tasks arise
•    Learn the Wellness signups tool and assist the Outreach team in administration of classes, e.g., add new classes to the tool
•    Learn the Qualtrics survey tool and assist the Outreach team in creating surveys for classes
•    Assist with onsite coordination for SCV Blood Drives, e.g. vendor setup and vendor breakdown
•    Support calendar reminders for building virtual marrow drive with DNA groups
•    Help assist in booking rooms for onsite chair massage program in SCV

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