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Administrative Assistant
2 months ago
Job Title: Administrative Assistant
Location: NYC, NY 10019
Duration: 3 Months
Hours Per Week: 37.50
Hours Per Day: 7.50
Days Per Week: 5.00
Duties:
Job Summary: The 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 of special testing or doctor's visits, and keep record 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 date 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.
Education: Associates Degree in Secretarial Science or related field, or HS/GED plus two years of related experience (Bachelor's Degree preferred).
Languages: English(Speak, Read, Write)
Minimum Degree Required: Completed High School (Diploma or GED)
Schedule Notes:
- Monday - Friday 9AM - 5PM SHIFT MUST BE ACCURATELY REFLECTED ON THE COVERSHEET TO BE CONSIDERED IDEAL CANDIDATE: Patient Friendly.
- This is patient facing with families and babies that come in to see the doctor and will call. EPIC is required Answering phones is priority