Administrative Assistant to the Secretarial Supervisor

Position Summary

We are seeking a highly motivated, dependable, and proactive Administrative Assistant to support our Secretarial Supervisor and administrative team. This is a leadership-focused role that requires an individual who can step into any secretarial function as needed, provide guidance and training to staff, and ensure the smooth operation of the department in the Supervisor's absence.

Key Responsibilities

• Provide direct administrative support to the Secretarial Supervisor
• Assume the responsibilities of the Secretarial Supervisor during periods of absence
• Step into any secretarial role as needed to maintain office operations, including coverage for call-outs, vacations, or staffing shortages
• Afford assistance with front desk operations, scheduling, patient check-in/check-out, and other administrative duties when necessary
• Handle patient and parent concerns professionally, efficiently, and with a focus on resolution and customer satisfaction
• Serve as a resource for secretarial staff by answering questions, providing guidance, and assisting with problem-solving
• Train and mentor secretaries on office procedures, policies, and best practices
• Explain patient account balances, billing information, and payment procedures to staff and assist in educating team members on these processes
• Monitor workflow and help ensure consistency, accuracy, and efficiency across all administrative functions
• Lead by example through professionalism, accountability, reliability, and a positive attitude
• Support the implementation of office policies and procedures while promoting teamwork and collaboration

Qualifications

• Previous administrative, secretarial, or office management experience required
• Supervisory or leadership experience preferred
• Strong interpersonal and conflict-resolution skills
• Adequate communication and multitasking abilities
• Ability to remain calm and professional when handling difficult situations or upset individuals
• Proficiency with office software, scheduling systems, and administrative procedures
• Strong attention to detail and commitment to accuracy
• Ability to work independently and make sound decisions when needed