Administrative Assistant

About the role

Provides logistics for meetings, including agenda, facilities, catering, accommodations, and technical equipment. Organizes recurring conference calls. Prepares, edits, and distributes reports, agendas, letters, meeting minutes, organizational charts, and other documents. Ensures all correspondence and documents have a professional appearance with correct grammar, punctuation, and spelling. Makes travel arrangements for assigned leaders and coordinates schedules. Completes expense reports in a timely manner and ensures they are processed by accounting. Manages difficult and demanding situations with tact and calmness while promoting peaceful resolutions. Communicates professionally with staff, leadership, outside callers, and visitors. Directs incoming communications according to director's schedule and priorities. Schedules and maintains assigned leaders' calendars and updates Outlook with current information. Manages daily mail pick-up and distribution, package shipments, and certified mail, tracking all requests electronically. Maintains department inventory of office supplies and equipment, including purchase orders and check requests. Other duties as assigned.

Requirements

• High School Grad or Equiv (Required)
• 1+ secretarial experience (Required)
• Associate (Preferred)
• Technical degree/certificate in a facilities related field (Preferred)
• 1+ healthcare experience (Preferred)

Knowledge, Skills, and Abilities

• Demonstrates ability to communicate by reading, writing legibly, speaking, and comprehending English effectively to carry out job requirements
• Proficient with Microsoft Office, including Outlook, Excel, PowerPoint, and Word
• Demonstrates strong interpersonal skills by effectively communicating with all levels of management, staff, outside vendors, and patients
• Exhibits effective time management and organizational skills with a strong emphasis on attention to detail and the ability to multitask
• Ability to remain calm under pressure and adapt to new situations and responsibilities
• Demonstrates problem-solving skills, including the ability to effectively solve problems in complex situations
• Ability to work independently or in a team environment, demonstrating flexibility in work patterns
• Displays professional interactions with all levels of internal and external customers
• Must possess basic computer navigation skills and the ability to use technologies needed to perform job duties
• Knowledge and skills necessary to address age-appropriate considerations relating to the communication and safety needs of the patient populations served
• Excellent verbal and written communication skills, with the ability to effectively communicate in oral and written form and create positive interpersonal relationships
• Ability to deal with data of a sensitive and confidential nature and maintain confidentiality

Preferred Qualifications

• Familiarity with Electronic Medical/Health Records preferred; proficiency in medical terminology also preferred
• Strong math skills with an ability to understand and work with spreadsheets preferred
• Knowledge of intermediate to advanced application of Microsoft Office Suite and patient database systems
• Cardiopulmonary Resuscitation (CPR) preferred

Benefits

• Benefits from Day One: Medical, Dental, Vision Insurance, Life Insurance, Disability Insurance
• Paid Time Off from Day One
• 403-B Retirement Plan
• 4 Weeks 100% Paid Parental Leave
• Career Development
• Whole Person Well-being Resources
• Mental Health Resources and Support
• Pet Benefits

Schedule

Part time, Day shift

Pay

$18.69 - $29.89