Administrative Operations Specialist

3 days ago


Austin, Texas, United States Easy Recruiter Full time

About the Job

Job Description
  • An Administrative Operations Specialist plays a crucial role in ensuring the smooth functioning of daily operations. They must engage in various administrative support functions to multiple managers, conserving executives' time and increasing productivity.
  • The ideal candidate will have previous experience in administrative roles, with a high school diploma or equivalent required. A background in clerical or secretarial work is preferred.

Responsibilities:

  1. Attend meetings, read, research, and route correspondence; draft letters and documents; collect and analyze information; initiate telecommunications.
  2. Anticipate and prepare materials needed for meetings, correspondence, appointments, etc., including privileged and confidential information.
  3. Promptly and efficiently manage incoming phone calls by screening and/or directing them to the appropriate party.
  4. Receive, greet, and direct staff, patients, and guests, in person or via telephone.
  5. Manage multiple calendars; coordinate and schedule meetings and conference calls within the department, interdepartmentally, and/or with external parties.
  6. Prepare, edit, and keep detailed logs of correspondence, reports, contracts, presentations.
  7. Maintain a professional appearance and a clean, safe environment.
  8. Respect patients by recognizing their rights and maintaining confidentiality.
  9. Utilize technology, including specialized software as applicable, to maximize productivity.
  10. Perform word processing; create Excel spreadsheets and PowerPoint presentations; prepare reports.
  11. Develop and maintain electronic files as necessary.
  12. Prioritize and manage multiple projects simultaneously; solicit, research, and compile supporting materials for projects; follow through on issues in a timely manner.
  13. Exhibit excellent interpersonal skills; provide customer service; assist other support staff as necessary; collaborate with all levels of internal leadership, management, and staff as well as outside clients, vendors, and other external parties.
  14. Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
Estimated Salary: $45,000 - $60,000 per year

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