Administrative Professional Sr

Supports advanced department administrative office functions and provides high-level customer service. Relieves a division director, department manager, or other organization official of many administrative details. Manages multiple priorities simultaneously while maintaining attention to detail and consistently meeting deadlines.

Schedule

Monday - Friday, 8:00 a.m. - 4:30 p.m., with some flexibility. In-person expectation.

Responsibilities

• Provides advanced administrative functions and manages processes that support a department and its team members.
• Contributes to workflow improvement.
• Provides complex administrative support such as creating presentations, meeting agendas, taking notes, creating workflow charts and graphs, and managing department website.
• Proofreads and edits written communications with a high degree of complexity.
• Assists in special department projects as directed by department leadership, including tracking project timelines, compliance, maintaining logs, and communication updates.
• Assists in training and orienting team members to the department, including editing and compiling training documentation.
• Coordinates accounts payable and accounts receivable or performs purchasing card reconciliations, including invoice generation and tracking, creating and maintaining quotes.
• Coordinates multiple calendars and schedules, including leadership and department calendars and events, and may coordinate business travel plans.
• Prepares, distributes, and communicates reports as needed.
• Assists with documented preparation for grants and contract submittals.
• Performs data entry functions into various database systems.
• Orders, maintains, and tracks supplies and inventory.
• Provides reception support and other administrative functions, including answering and directing phone calls, responding to and sending faxes, mail, email communications, and providing copy services.
• Provides customer service support and assistance to patients, families, internal team members, and external vendors and partners.

Requirements

• High School Diploma or equivalent.
• Two years of administrative and customer service experience.
• A relevant associate or bachelor’s degree may substitute for the required experience on a year-for-year basis.

Preferred Qualifications

• 3+ years of executive support, with a preference for healthcare-specific experience supporting operational leaders.
• Advanced proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Strong calendar management and meeting coordination experience.
• Experience managing confidential and sensitive information.

Pay

Hourly Range: $24.48 to $36.72, dependent on applicant's relevant experience.

Benefits

• Competitive pay and benefits package, including base pay and incentives.
• Paid time off, medical/dental/vision insurance, company-provided life and disability insurance.
• Paid parental leave, 403b employer match (retirement savings), and a robust wellness program.
• Access to professional development tools, including an education benefit.
• Annual employee bonus program based on organizational performance (paid the following April if goals are met).
• Annual base pay increases based on performance over the previous year.