Administrative Assistant

Job Summary: An Administrative Assistant works to ensure that the daily operations of the clinic, doctor’s office, or hospital in which they serve function as smoothly as possible. They must engage in a wide variety of administrative support functions for one or more departments or managers.

 

 

Responsibilities:

• Acts on behalf of and conserves an executive’s time by attending meetings, reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Promptly and efficiently manages incoming phone calls by screening and/or directing incoming calls to the appropriate party.
• Receives, greets, and directs patients and guests, in person or via telephone.
• Manages 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 to determine inventory level; 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.
• Other duties as assigned.

 

 

 

Qualifications/Requirements:

Experience: Previous administrative, clerical, or secretarial experience, preferred.

Education:  High school diploma or equivalent, required.

 

Licenses / Certifications:  

 

Other:  Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).