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Administrative Specialist
2 months ago
Position Overview:
The Administrative Specialist is responsible for supporting company operations and ensuring the smooth operation of CareLink's administrative office.
Position Functions:
- Review invoices related to general office operations for accuracy and work with vendor to correct any inaccuracies before sending to accounting for payment.
- Proactively seek out reasonable cost saving modifications including exploring vendor or product changes and repairing/reusing items where possible and appropriate.
- Gain approval/buy-in from management or other staff members for proposed changes to processes, vendors, products, etc.
- Attend board meetings of the office park building association (one evening meeting per month) and maintain positive relationships with neighbors.
- Serve as liaison to vendors such as HVAC, plumbers, electricians, office equipment suppliers (i.e. copier/printer and postage meter), and office cleaners. May occasionally require evening or weekend work to unlock/lock office for vendors.
- Collaborate with leadership team to gather information for and prepare presentations and documents such as Board of Director’s Reports, Strategic Planning Committee updates, internal and external stakeholder communications, etc.
- Manage conference room calendars including recurring meeting invitations and coordinate meetings and food orders as requested.
- Monitor, organize, and order office supplies.
- Assist with document storage, retrieval, scanning, filing, and destruction.
- Monitor and distribute incoming and outgoing mail.
- Ensure professional presentation of common areas, conference rooms, storage areas, etc.
- Assist with process of credentialing various healthcare providers with relevant insurance companies.
Education/Experience Requirements:
- Experience in professional administrative roles, in Not-for-Profit preferred
Required Skills:
- Intermediate to Advanced Microsoft Word and Power Point
- Beginner to Intermediate Excel
- Proficient with various technologies
- Ability to manage own time effectively
- Ability to synthesize ideas and data to present to a variety of audiences
- Excellent listening, written, and verbal communication skills
- Strong interpersonal and collaboration skills
- Attention to detail
- Ability to work and interact with people of various backgrounds and abilities
- Situation-appropriate sense of urgency, prioritization skills, follow through and sense of task ownership
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
