Clinic Administrative Assistant

About the Role

Executes secretarial and administrative assignments of a confidential nature and relieves management of clerical, administrative, and business detail as necessary. Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments, maintaining calendars, setting up office filing systems, and coordinating meetings.

Responsibilities

• Provides a broad range of secretarial and administrative support, including details of a confidential nature.
• Sets up and maintains official department filing systems, records management, and databases.
• Prepares memos, correspondence, agendas, minutes, and policy explanations.
• Collects, compiles, and analyzes information as required by manager(s).
• Assists in department reporting requirements and form completion.
• Assembles budgets, tracks budget expenses and variances, and processes invoicing.
• Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments, maintaining calendars, and coordinating meetings (internal or external).
• Organizes travel arrangements and completes expense reports.
• Interfaces with various levels of management across organizations and with external customers.
• May serve as a point of contact for other departments such as IT, HR, building and facilities, etc.
• Assists with various projects as assigned by direct supervisor.
• Other duties as assigned.

Requirements

• High School Diploma required; some specialized secretarial training preferred.
• Minimum 1–2 years of related experience.
• Knowledge of business and technical vocabulary.
• Familiar with standard business concepts, practices, and procedures within administrative support.
• Able to employ basic reasoning and analytical skills.

Skills

• Proficient in computer software such as Microsoft Office products, spreadsheets, presentations, and database programs.
• Proficient in organizational operations and procedures.
• Experience handling incoming phone calls; remains professional at all times; front office etiquette.

Physical Demands and Working Conditions

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.