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Administrative Coordinator

2 months ago

Pittsburgh, Pennsylvania, United States Metro Community Health Center Full time
Job Summary

Metro Community Health Center is seeking a highly skilled and organized Administrative Assistant to provide exceptional support to our senior leadership team. The ideal candidate will possess excellent communication and organizational skills, with the ability to interface professionally and competently with clients, staff members, and community partners.

Key Responsibilities
  • Provide administrative support to the CEO, CMO, COO, and CFO, including scheduling meetings, preparing reports, and maintaining confidential files.
  • Work effectively with external vendors to ensure seamless operations.
  • Ensure compliance with HIPAA regulations and maintain confidentiality of sensitive information.
  • Produce information and reports by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Read, research, and route executive correspondences, drafting letters and documents for internal and external audiences.
  • Maintain executives' appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel.
Requirements
  • Perform all necessary typing, including transcription of Board meeting minutes, committee minutes, notice of meetings, reports, etc.
  • Assemble and distribute materials for Board meetings each month.
  • Call Board of Directors and committee members as needed to determine attendance for meetings.
  • Assist in the revision of policies, records, and forms, typing up revisions, and assembling manual when necessary.
  • Types with speed and accuracy from dictation, rough draft, or general instructions.
  • Makes and collates copies of reports, minutes, etc., prepares materials for outside printing when appropriate.
  • Maintains administrative files.
  • Excellent oral and written communication skills.
  • Greets clients, patients, and visitors who call in to or visit the site and provides solutions to customer problems in a timely manner, achieving a high level of customer satisfaction through polite and professional communication.
  • Provides visitors and callers with information on Metro Community Health Center, such as address, directions, fax numbers, website, and other related information and directs phone calls and inquiries requesting information to the appropriate staff member.
  • Handles sensitive information in a confidential manner.
  • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Prepares invoices and reports to funding agencies as needed under the direction of the senior team.
  • This position abides by the policies and procedures of Metro Community Health Center.
  • Performs any other duties as assigned.
Education/Knowledge/Abilities
  • Types with speed and accuracy from dictation, rough draft, or general instructions.
  • Ability to function well in a high-paced and at times stressful environment.
  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Able to type minimum of 50 words per minute.
  • Ability to use office equipment including but not limited to computers, fax machines, telephones, and copiers.
  • High School Diploma or GED and one year of administrative assistant experience, or any equivalent combination of experience and training.
  • Ability to handle multiple projects.
  • Ability to prioritize and manage time.