Administrative Assistant

Job Summary

Responsibilities

• Attends meetings, reads, researches, and routes correspondence; drafts letters and documents; collects and analyzes information; initiates telecommunications.
• Screens and directs incoming calls to the appropriate party.
• Greets and directs patients and guests, in person or via telephone.
• Covers multiple calendars; coordinates and schedules meetings and conference calls within the department, interdepartmentally, and/or with external parties.
• Prepares, edits, and keeps detailed logs of correspondence, reports, contracts, presentations; makes travel, meeting, and special event arrangements; creates and organizes travel itineraries.
• Anticipates and prepares materials needed by the team for meetings, correspondence, appointments, etc., that may include privileged and confidential information.
• Processes expense reports and supporting documentation.
• Maintains inventory of office supplies by checking stock, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, and verifying receipt of supplies.
• Maintains a professional appearance and a clean, safe environment.
• Respects patients by recognizing their rights; maintaining confidentiality.
• Utilizes technology, including specialized software as applicable, to maximize productivity.
• Performs word processing; creates Excel spreadsheets and PowerPoint presentations; prepares reports.
• Develops and maintains electronic files as necessary.
• Prioritizes and manages multiple projects simultaneously; solicits, researches, and compiles supporting materials for projects; follows through on issues in a timely manner.
• Exhibits excellent interpersonal skills; provides customer service; assists other support staff as necessary; collaborates with all levels of internal leadership, management, and staff as well as outside clients, vendors, and other external parties.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.

Qualifications/Requirements

• Previous administrative, clerical, or secretarial experience, required.
• High school diploma or equivalent, required.
• Associates Degree, preferred.
• Licenses / Certifications: Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).