Job SummaryThe Administrative Assistant I provides administrative support services for one or more individuals, a department, or a division. Assists supervisor in routine personnel, budget, and other operational details. This individual typically reports to a manager, director, or division head.Duties and Responsibilities
- Serves as an intermediary between supervisor and other departmental staff by transmitting written and oral requests, messages, and instructions.
- Assists with budget preparation and is responsible for monitoring and maintaining records of expenses for variance reporting.
- Assists in the planning and logistical coordination of meetings and office activities, forums, and conferences.
- May review and revise brochures, announcements, or other informational items regarding program and/or departmental operations. Drafts, edits, and formats materials such as flyers, leaflets, and letters.
- May prepare minutes of meetings, agendas, correspondence, statistical reports, tables, and other documents and transcribes dictation as needed.
- Prepares and follows up on purchase orders, change orders, check requests, and petty cash vouchers. Processes and follows up on tuition and other forms of reimbursement for assigned staff.
- Makes travel arrangements and accommodations. Prepares travel reimbursements and expense reports.
- Screens and prioritizes all incoming mail for needed action and follow-up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).
- Screens telephone calls, answers routine inquiries, or refers caller to the appropriate individual for response.
- May screen and schedule patient appointments, schedule referrals for special testing or doctor's visits, and keep records of patient billing for submission.
- May maintain employee and/or patient files.
- May assist in processing payroll and/or maintaining the PTO system for the department.
- May track expiration dates of staff's professional licensure and notify staff of upcoming license expiration dates to prevent suspension.
- Performs other related duties.
Skills
- 2-3 years administrative or medical office experience required.
- MS Office Suite - Intermediate.
- Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements, or cultures.
- Applies Learning: Assimilates and applies new job-related information in a timely manner.
- Builds Customer Loyalty: Effectively meets customer needs; builds productive customer relationships; takes responsibility for customer satisfaction and loyalty.
- Builds Strategic Work Relationships: Develops and uses collaborative relationships to facilitate the accomplishment of work goals.
- Communication: Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
- Contributes to Team Success: Actively participates as a member of a team to move the team toward the completion of goals.
- Decision Making: Identifies and understands issues, problems, and opportunities; compares data from different sources to draw conclusions; uses effective approaches for choosing a course of action or developing appropriate solutions; takes action that is consistent with available facts, constraints, and probable consequences.
- Initiates Action: Takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive.
- Manages Work (includes Time Management): Effectively manages one's time and resources to ensure that work is completed efficiently.
- Quality Orientation: Accomplishes tasks by considering all areas involved, no matter how small; shows concern for all aspects of the job; accurately checks processes and tasks; is watchful over a period of time.