Administrative Secretary

3 weeks ago

Honolulu, United States Isei Consulting LLC Full time
Summary:

The Administrative Secretary provides high-level clerical support to an executive, director, or department head-level employee. The role includes various duties, from preparing reports to conducting research and collecting data, expressly but not limited to managing healthcare clients.

Supervisory Responsibilities:
  • May train, supervise, and provide feedback on tasks performed by lower-level clerical staff.

General Duties/Responsibilities:
  • Provides high-level administrative support to an assigned executive or director-level employee.
  • Collects requested data and information from various sources; prepares summaries of findings and/or other related written correspondence.
  • May conduct research to assist with projects or inquiries.
  • Coordinates and schedules travel, meetings, and appointments.
  • Prepares agendas and schedules for meetings; takes and distributes minutes.
  • Responds to and resolve administrative inquiries and questions.
  • Welcomes and directs visitors and clients.
  • Answers and transfers phone calls, screening when necessary.
  • Performs general clerical and secretarial duties, such as recordkeeping, managing petty cash, maintaining office supplies, and coordinating equipment maintenance.
  • Handles packages and correspondence.

Specific Duties/Responsibilities for Healthcare Client Management:
  • Liaises with healthcare clients to understand their staffing or consulting needs.
  • Assists in the development and maintenance of healthcare compliance policies.
  • Manages healthcare client contracts and ensures compliance.
  • Monitors healthcare industry trends, regulations, and compliance standards.
  • Supports the onboarding of healthcare personnel by collecting relevant documentation.
  • Coordinates with healthcare providers to schedule training and evaluations.
  • Manages the secure storage and retrieval of sensitive healthcare client data.
  • Collaborates for periodic audits, quality checks, and client satisfaction surveys.
  • Supports healthcare project initiatives and grant applications.
  • Prepares and presents reports on healthcare client metrics.

Required Skills/Abilities:
  • Detail-oriented and professional.
  • Exceptional communication skills.
  • Proficient with Microsoft Office Suite.
  • Basic understanding of office equipment and clerical procedures.
  • Ability to work independently and flexibly.
  • Knowledge of healthcare industry trends and compliance standards is an asset.

Education and Experience:
  • Associate's degree required; Bachelor's degree in a related field preferred.
  • Three to five years of experience in a related role is required, with some supervisory experience preferred.

Physical Requirements:
  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

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