Administrative Assistant

Essential Duties and Responsibilities

• Create participant's Contact Sheet, Medical and Intake folders.
• Enter changes on monthly Status Reports and Status Sheets.
• Distribute participant's Medical reports, Medical Coverage, Medical Consent and Mental Health Release to appropriate persons (Medical staff, etc..).
• Scan and upload participants' admissions packets onto the shared network.
• Send Receipt Request Letter and copy Regional Rep, Participant (include dietary questionnaire, clothing list and Participant Booklet,).
• Use Concur to book flights for incoming participants.
• Arrange ground transportation for new participants, families and/or escorts.
• Create transportation schedule for Confident Living and Young Adult Summer Programs.
• Secure overnight accommodations for new participant's families and/or escort.
• Prepare and send Admission and Welcome letters once, participant is medically cleared.
• Contact Doctors' offices to request medical information via phone, fax or email.
• E-mail regional representatives, state sponsors, participants, and families.
• Share receptionist coverage during breaks and lunch periods throughout the week.
• Provide additional coverage during receptionist's absences.
• Order necessary office supplies.
• Update applications in process list.
• Manage AWARE Express and upload documents Access lnFormed system for New York participants.
• Email notes to participant's Rehabilitation Counselor.
• Answer phones calls and document messages.
• Stamp and bring down mail; Sort and distribute incoming mail; Process incoming/outgoing UPS and overnight packages.
• Greet and welcome visitors, determine nature of business, and conduct visitors to employer or appropriate person.
• Perform related duties as directed by Admissions Coordinator, Office Manager, and/or Administration.
• Responsible for other duties as may be assigned or requested by his/her immediate supervisor and/or the Director of the Department.

Requirements

• Associate’s degree or Certificate from an accredited secretarial school is preferred.
• Proficiency in typing, Microsoft Windows 7, MS Outlook, Excel, Adobe, e-mail, scanning, customer service and general clerical work.
• Multi-tasking and organizational skills are necessary.