Administrative Operations Specialist
3 days ago
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:
- Attend meetings, read, research, and route correspondence; draft letters and documents; collect and analyze information; initiate telecommunications.
- Anticipate and prepare materials needed for meetings, correspondence, appointments, etc., including privileged and confidential information.
- Promptly and efficiently manage incoming phone calls by screening and/or directing them to the appropriate party.
- Receive, greet, and direct staff, patients, and guests, in person or via telephone.
- Manage multiple calendars; coordinate and schedule meetings and conference calls within the department, interdepartmentally, and/or with external parties.
- Prepare, edit, and keep detailed logs of correspondence, reports, contracts, presentations.
- Maintain a professional appearance and a clean, safe environment.
- Respect patients by recognizing their rights and maintaining confidentiality.
- Utilize technology, including specialized software as applicable, to maximize productivity.
- Perform word processing; create Excel spreadsheets and PowerPoint presentations; prepare reports.
- Develop and maintain electronic files as necessary.
- Prioritize and manage multiple projects simultaneously; solicit, research, and compile supporting materials for projects; follow through on issues in a timely manner.
- 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.
- Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
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