Administrative Assistant

Duration: 6 months to start

Job Summary:
Under general supervision, the Administrative Assistant provides a wide range of administrative support to a department leader, clinical leader, and/or group of professionals. Major responsibilities include but are not limited to ordering office supplies and equipment, handling expenses and paperwork, document preparation, scheduling, assisting with visitors, and participating in departmental projects. In addition, the Administrative Assistant is responsible for resolving basic problems and questions that relate to the department or division and identifying a course of action for the complex ones. The Administrative Assistant is responsible for ensuring that all administrative tasks are completed in a manner that ensures the efficient operation of the department.

Job Responsibilities:

• Performs administrative activities to maintain the smooth operation of the office.
• Resolves both routine and complex inquiries and fulfills requests using in-depth knowledge of department and organization policies and procedures.
• Screens telephone calls and provides assistance to visitors.
• Establishes and maintains confidential files, logs and records.
• Identifies appropriate vehicles for providing access to department information.
• Ensure content is up to date.
• Opens, reads and prioritize mail for department leader and departmental staff.
• Independently drafts emails or correspondence to routine written or oral inquiries.
• Completes and submits travel authorizations, travel expense vouchers, check requests, and purchase requisitions; attaches all needed receipts and invoices for submission; follows up for timely processing; verifies calculations; notifies staff of discrepancies.
• May process time sheets for department.
• Ensures accuracy of information, makes adjustments as needed, and completes within established timeframes.
• For clinical areas, they may provide administrative assistance for professional recruitment.
• For clinical areas, may provide cross-coverage for other Assistant(s), including answering and triaging patient-related calls and scheduling appointments.
• For clinical areas, you may prepare, maintain and distribute on-call schedules for Service, Division and/or Department Coordination & Scheduling.
• Schedules of appointments, meetings, and conferences as requested.
• Manage complex calendars of department leader and department staff, using independent judgment based on knowledge of priorities and resources.
• Arranges for appropriate meeting space and set up given meeting/seminar requirements (e.g., food ordering, technology devices, etc).
• Uses knowledge of accommodation and structure of rooms to provide viable set up or propose alternatives; discusses audiovisual equipment needed with requester and Conference Planning and orders as necessary.
• Prepares/produces documents including memos, reports, presentations, and manuals as requested.
• Proofreads all documents; ensures proper use of terminology, spelling, grammar, and consistency of information.
• May make recommendations on content.
• Prepares and distributes agendas, minutes, announcements, manuals and related materials for various departmental activities.
• Develops format for presentations and organization charts using appropriate office software

Required Skills & Experience:

• Client will allow any amount of experience. If there is none, this should be escalated.
• Intermediate Microsoft Office Software and any relevant office applications used in department.
• Demonstrated written communication skills.
• Strong verbal communication and listening skills.
• Effective interpersonal skills.
• Ability to simultaneously handle multiple priorities.
• Demonstrates a high level of accuracy, even under pressure.
• Excellent organizational skills.
• Highly thorough and dependable.

Preferred Skills & Experience:

• Two to four (2-4) years of experience.

Required Education:

• High School Diploma/GED Required.

Preferred Education:

• Bachelor's Degree.

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