Administrative Assistant Ii

3 weeks ago

Newton, United States Atrius Health Full time

**Administrative Assistant II**
- (122738)

Atrius Health is a nonprofit healthcare leader delivering a system of connected care that enables us to know our patients better so that we can serve them well. Across 32 clinical locations, more than 50 specialties and 825 physicians, we provide proactive, customized care to more than 720,000 adult and pediatric patients across eastern Massachusetts.

The Atrius Health practices including Dedham Medical Associates, Granite Medical Group, Harvard Vanguard Medical Associates and PMG Physician Associates - together with VNA Care - work in collaboration with hospital partners, community specialists and skilled nursing facilities, to develop innovative and effective ways of delivering care in the most appropriate setting, making it easier for patients to be healthy.

We believe that by establishing a solid foundation of knowledge, understanding and trust with each of our patients, we enrich their health and enhance their lives.

**Summary**
- Under mínimal supervision, provides administrative support to a department or group of professionals. Assignments are typically of a non-routine and non-repetitive nature requiring some independent judgement and discretion. Makes independent decisions within established guidelines for the planning, organizing, and scheduling of work. Has access to confidential information and files. Maintains thorough knowledge of departmental and/or company-wide policies, procedures and services. Frequently reports to department manager, director or executive.

**Essential Functions**
- Coordinates assigned administrative processes for department (e.g., maintaining supplies, setting-up and maintaining filing systems, processing confidential records and files). May create and maintain database and/or spreadsheet files of departmental records. Resolves most questions and issues that arise, but refers complex issues to supervisor.
- Prepares complex reports, manuals and presentations using a variety of computer software programs. Provides analyses of trends, drawing data from a variety of sources within and outside the department. Prepare charts, graphs and tables for inclusion in reports. Presents reports and recommendations to supervisor for action.
- Collects, compiles, researches and analyzes a variety of moderately complex data and information (often of a confidential nature). Works within established parameters to investigate assigned problems determining method of research, data and information requirements, and analysis techniques. Composes straightforward written descriptions of results. Makes interpretations and recommendations to supervisor as needed.
- Screens mail and phone calls. Routes or answers routine correspondence. May flag documents requiring immediate attention by others in the area.
- Composes, edits and formats routine correspondence on behalf of supervisor. Prepares reports, manuals, agendas, minutes and other departmental documents.
- Serves as administrative liaison for the department to others regarding issues related to areas such as purchasing, personnel, facilities, and operations. Has regular contact with people inside and outside of the immediate work area.
- Arranges for payment of invoices and reconciles accounts for the department.
- Manages calendar(s), handles daily scheduling and makes meeting arrangements for designated staff.
- Performs clerical duties as required including, typing, scheduling and opening mail.
- Serves as resource to lower level staff members. May coordinate the hiring process for the department and assist in the training of new employees.
- In a clinical setting, may act as point of contact for patient inquiries, problems and complaints. Refers complex issues to appropriate resources.
- May arrange programs, events, large meetings or conferences including arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
- May attend meetings to act as a recorder and coordinate follow-up actions.
- Performs all job functions in compliance with applicable federal, state, local and company policies and procedures.

**Non-Essential Functions**
- Performs other duties as needed. Any other duties performed which are not listed above are considered non-essential functions.

**Minimum Requirements**
- Education_: Associates degree or equivalent experience required.
- Skills and Experience_: At least 3 years experience as an administrative assistant or related job in a healthcare environment. Solid communication and interpersonal skills with the ability to work with staff at all levels. Exercises tact and diplomacy in interactions. Proven ability to prioritize and meet deadlines. Strong team player. Thorough knowledge of word processing, spreadsheet and database software programs in order to prepare high quality reports, presentations, or other documents.

**Working Conditions**
- Busy office environment with frequent deadlines and inter

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