Administrative Support Specialist

4 days ago

Ashland, Massachusetts, United States Axelon Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Axelon. The successful candidate will provide administrative support to the Clinical Laboratory, including maintaining files, regulatory manuals, and preparing statistical reports.

Key Responsibilities
  • Files correspondence, reports, and applications
  • Answers telephone calls and provides routine information
  • Answers inquiries relative to laws, rules, regulations, policies, and procedures
  • Prepares standardized forms and receives and distributes incoming mail
  • Operates standard office machines and equipment
  • Reviews forms, lists documents, correspondence, and/or applications for accuracy and completeness
  • Schedules conferences, meetings, interviews, appointments, and similar activities
  • Notifies appropriate parties orally and/or in writing of information
  • Compiles data for analysis based on statistical information gathered on a monthly basis
  • Proofreads typed material for grammatical, punctuation, and spelling errors
  • Composes correspondence for routine memos and/or letters
  • Communicates with reference laboratories relative to invoices and information about testing
  • Prepares bi-weekly time logs and overtime forms
  • LabCorp reports (EMR) verifying results and filing them
  • Accesses the LAB portion of the Hospital Information System to acquire patient-specific information
  • Maintains inventory control of office supplies
  • Distributes, faxes, and/or mails patient results to appropriate physicians/departments/institutions and communicates results
  • Maintains patient, employee, and department confidentiality
  • Prepares agendas and minutes of meetings
  • Coordinates all administrative activities for the Clinical Lab Supervisor
  • Reports to the Clinical Lab Supervisor for the periodic review of state, federal, and JCAHO requirements
  • Updates/maintains all components of the Clinical Lab Policy/Procedure manual and updates lab binders
  • Updates/maintains all aspects of the Clinical Lab Safety Manual
  • Updates/maintains all aspects of the Clinical Lab Continuing Education Manual
  • Provides support with Employee Performance Forms
  • Helps the staff with SSTA System and specimen processing
Requirements
  • Fluent knowledge of the English language, oral and written
  • Ability to understand and apply laws, rules, and policies relating to the department
  • Ability to maintain accurate records and filing systems
  • Proficient with Microsoft Word, familiar with Microsoft Excel, and familiar with Microsoft Access
  • Ability to quickly become proficient with LSH Network system
  • Willing to attend seminars/training to become proficient with Microsoft Office programs as needed
  • Ability to establish and maintain harmonious working relationships with others
  • Knowledge of clerical office practices and procedures
  • Skill in operating general office machines, including electronic typewriter, computer, fax machine, copiers, and dictating equipment
  • Ability to explain laws, rules, policies, and procedures pertaining to the department
  • Ability to give written and oral instructions in a precise, understandable manner and communicate effectively and with sound judgment
  • Ability to determine the proper format and procedure for assembling items of information
  • Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished
  • Knowledge of the principles, practices, and techniques of supervision
  • Knowledge of the types and uses of department forms
  • Knowledge of the proper telephone procedures for making and receiving department calls
Minimum Entrance Requirements

Applicant must have at least three years of full-time, or equivalent part-time, experience in office work, or any equivalent combination of the required experience and the substitutions below.

Substitution: Diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school level may be substituted for a maximum of two years of the required experience.

Education toward such degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

Note: Educational substitutions will only be permitted for a maximum of two years of the required experience.

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