Administrative Support Specialist

2 days ago


Grand Rapids MI USA, United States Emergency Care Specialists Full time
Job Summary

We are seeking a highly organized and detail-oriented Clinical Operations Coordinator to join our team at Emergency Care Specialists. The successful candidate will provide administrative support to our clinical operations team, ensuring the smooth day-to-day functioning of our operations.

Key Responsibilities
  • Communication and Coordination
    • Develop and disseminate company-wide communications, including newsletters, event invitations, and announcements.
    • Respond to inquiries and requests in a timely and professional manner.
    • Assist in the creation and formatting of materials using various publishing platforms.
  • Record Management and Administration
    • Review and prepare invoices, statements, and reports for approval.
    • Manage documents and records using various methods.
    • Submit check requests for vendors as needed.
    • Track initiatives and measures as directed by the operations team.
  • Meeting and Event Coordination
    • Attend meetings and prepare detailed minutes.
    • Support the tracking of team tasks and meeting action items using project management software.
    • Coordinate meeting schedules to avoid conflicts.
    • Manage calendars for key leaders.
    • Arrange travel and accommodations as needed.
    • Plan, announce, and collect RSVPs for social events.
  • Support to Clinical Operations
    • Assist department leaders with activities as assigned.
    • Organize and collect information for leaders upon request.
    • Collaborate with clinical leads to facilitate committee events and tasks.
    • Develop reminders and calendar management to ensure meeting materials are gathered and collated.
    • Support administrative tasks for clinical education or onboarding.
    • Support administrative activities necessary to maintain operations across various departments and teams.
    • Collaborate with other administrative professionals to support and provide backup for other areas as assigned.
    • Assist with special projects or other duties as assigned.
    Requirements
    • Education and Experience
      • One to three years of clerical/administrative experience required.
      • Experience within a medical environment or emergency medicine is helpful.
    • Skills and Abilities
      • Excellent organizational skills and attention to detail.
      • Exceptional communication skills, both written and verbal.
      • Confidence with technology and learning how to use new technology.
      • Ability to set up conference rooms for virtual meetings.
      • Proficiency in Microsoft 365, including SharePoint, Planner, and Teams.
      • Ability to develop visually appealing materials to support presentation and corporate materials for distribution.
      • Ability to maintain confidential information.
      • Ability to manage time effectively by prioritizing multiple projects and assignments with varying deadlines.
      • Ability to work independently and in an efficient manner with strong self-motivation.
      • Confidence to create processes to meet your work style and talents while accomplishing tasks effectively.
    Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee may work for extended periods of time sitting at a desk and working on a computer. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.



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