Administrative Assistant 4

Responsibilities

• Develops, recommends and implements administrative and operational protocols for department.
• Anticipates, plans and coordinates activities and projects to effectively coordinate and manage assigned administrative and operational responsibilities; anticipates problems prior to occurrence and independently finds and implements solutions.
• Serves as Timekeeper for department, and administers time record and attendance policies for assigned department(s).
• Following departmental protocol, greets, determines needs & directs patients/parents, internal staff and external visitors; accepts, screens & routes telephone calls.
• Answer inquiries, provides forms/information, or resolves complex problems concerning activities and/or operations of department; follows through, as required, to meet needs of customers.
• Distributes incoming mail and prepares/process outgoing mail/packages.
• Independently coordinates and schedules appointments, interviews, meetings or events; exercises discretion and judgment to coordinate complex calendars for multiple individuals, care providers, or groups.
• Schedules and coordinates logistics for complex seminars/conferences.
• Utilizes knowledge and understanding of department operations to create, compose and edit complex technical and/or administrative correspondence and documentation.
• Creates forms, flyers & templates.
• As directed, researches information, compiles statistics, gathers and computes various data, prepares scheduled and ad hoc statistical, budget and narrative reports, summaries or replies to inquiries, selecting relevant data from a variety of sources.
• Copies and/or duplicates materials; prepare and transmit facsimiles. Proofreads all work to ensure accuracy and neatness.
• Anticipates, plans and coordinates activities to manage assigned administrative support responsibilities.
• Provides instruction and/or training to others in activities, processes and responsibilities related to administrative operations of department.
• Maintains and expands own competencies by attending training sessions or educational programs, as directed.
• Encourages team members to adhere to professional standards and to expand competencies.
• As assigned, actively participates in and contributes to departmental/organization wide committees.

Qualifications

• GED or High School Required.
• Associates or bachelors degree preferred with 5 to 7 years progressively increasing experiences directly related to the duties and responsibilities specified, or equivalent.
• Strong working knowledge of Microsoft Windows operating system, Intermediate to Advanced skills in Microsoft Word and Excel; basic database management experience (Microsoft Access).
• Working knowledge of scheduling and/or patient records or billing software such as IDX or SMS, or other software may be required by individual departments.