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 to 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, required.

Education:

High school diploma or equivalent, required. Associates Degree, preferred.

Licenses /

Certifications:

Other:

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