Administrative Assistant

About the Role

Provides administrative, clerical, receptionist, and staff support to the general organizational operations. Working under direct supervision, this position provides all necessary organizational support and is responsible for a variety of other related tasks.

Key Responsibilities

• General Duties:

• Performs secretarial tasks for multiple professionals and supervisors/managers in the department.

• Types letters, memoranda, reports, contracts, forms, manuals, documents, and other materials from drafts or standard formats using MS Word.

• Proofreads and corrects completed work.

• Coordinates activities, meetings, schedules, and recording and transcription of monthly staff meetings and other department meetings.

• Organizes and maintains department files, ensuring materials are filed accurately and in a timely manner.

• Maintains confidentiality of information.

• Enters data into spreadsheets or existing databases, including referrals and verbal orders.

• Runs and distributes routine reports.

• Maintains lists and logs.

• 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 adequate supply of forms.

• Handles files, schedules, and correspondence for senior staff.

• 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.

• Interacts with patients, visitors, and other staff to provide directions and answer questions relative to the location of services.

• Assists visitors with the utilization of medical self-help terminals.

• Provides concierge services.

• 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
• Fax machines

Qualifications

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