Administrative Assistant I (Medical Education)

Overview

Provides administrative support to one or more department level management. Position is responsible for the following core job functions: Meeting Preparation, calendar management, travel arrangements, invoice/Purchase Order support, customer service, phone support, file management, meeting support and data entry. Position may be assigned responsibility for timekeeping.

What You Will Do

• Provides administrative support for department/facility directors and/or managers.
  • Duties include reception, greetings, customer service, answering phones, taking messages, referring calls, mail distribution, etc.
  • Responsible for calendar management, meeting coordination, appointments, special events, etc.
  • Meeting management includes room reservation, timely preparation, and setup.
  • May perform other tasks such as arranging accommodations for travel, arranging special needs in meeting rooms, and meeting agenda items.
• Demonstrates the ability to utilize multiple system informational technology tools. May execute specific duties with these tools, such as timekeeping, billing, data entry and retrieval, etc.
• Maintains proper levels in office supplies, which may require checking stock, anticipating needed supplies, placing and expediting orders for supplies.
• Responsible for maintaining accurate accounting functions/duties within the department, may include but not limited to ensuring all invoices, check requests, PCard receipts, petty cash and payments are accurately coded and submitted timely.
• Follows up on any outstanding invoice payment inquiries.
• Provides historical reference by developing and utilizing filing and retrieval systems (paper and electronic).
• Filing system is organized and maintained to ensure efficiency/productivity for the department. May prepare reports, correspondence, and memos as needed by department/facility.

Qualifications

• Education: High School Diploma or GED
• Experience: 2 years Administrative Assistant/Secretary/Office experience
• Skills and Abilities: Proficiency in Microsoft Office Suite. Organization and time management skills. Good interpersonal and customer service skills.