Administrative Assistant

About the Role

The Administrative Assistant provides administrative, clerical, receptionist, and staff support to general organizational operations. Working under direct supervision, this position provides necessary organizational support and is responsible for various related tasks.

Key Responsibilities

• Provide directions and answer questions for patients, visitors, and staff relative to service locations.
• Assist visitors with the utilization of medical self-help terminals.
• Provide concierge services.
• Fulfill reception responsibilities.

GENERAL DUTIES

• Performs secretarial tasks for multiple professionals and supervisors/managers.
• Types letters, memoranda, reports, contracts, forms, manuals, and other documents from drafts or standard formats using MS Word.
• Proofreads and corrects completed work.
• Coordinates activities, meetings, schedules, and records/transcribes monthly and other department meetings.
• Organizes and maintains department files, ensuring accurate and timely filing.
• Maintains confidentiality of information.
• Enters data into spreadsheets or databases, including referrals and verbal orders.
• Runs and distributes routine reports.
• Maintains lists and logs.
• Provides clerical support to facilitate smooth department operation.
• Sorts and distributes department mail and answers routine correspondence.
• Maintains, monitors, and orders office supplies, letterhead, and envelopes.
• Performs various clerical tasks, including making copies and sending/receiving faxes.
• Maintains an adequate supply of forms.
• Handles files, schedules, and correspondence for senior staff.

Telephone And Receptionist Duties

• Serves as the first point of contact for visitors and callers.
• Answers and screens telephone calls and takes accurate messages.
• Responds to inquiries from callers and visitors or refers them to department staff.
• Takes calls from field staff regarding schedule changes and advises them when patients do not need to be seen.

Requirements & Tech Stack

• MS Word
• Spreadsheets
• Databases

Qualifications

• High School Diploma/GED or equivalent.
• OR 2 years of work experience in an office/healthcare setting.