Administrative Coordinator

2 days ago


Ashland, Massachusetts, United States Italian Home for Children Full time
Job Summary

The Administrative Assistant plays a vital role in ensuring the smooth operation of our agency by providing exceptional administrative support to our leadership team and staff. This is a full-time, 40-hour per week position that requires a high level of organization, attention to detail, and confidentiality.

Key Responsibilities
  • First Point of Contact: Serve as the welcoming first point of contact for staff, visitors, vendors, and clients, responding to inquiries via phone, email, and fax.
  • Administrative Support: Assist with all aspects of medical records, including filing, scanning, and fulfilling record requests.
  • Correspondence and Documents: Support the leadership team with internal and external correspondence, editing, and formatting documents.
  • Scanning and Filing: Perform various scanning projects, photocopying, and filing tasks.
  • Ordering and Supplies: Manage ordering, including office supplies, food orders, and other transactions as requested.
  • Event Planning: Assist with event planning when needed or requested.
  • Conference Room Preparation: Prepare the conference room and materials for regular meetings, including new hire orientation, leadership meetings, etc.
  • Data Entry: Retrieve and enter data pertaining to the agency's identified key performance indicators as requested.
Requirements
  • Education: Bachelor's degree preferred or 1-2 years' experience in a similar position.
  • Skills: Proficiency in Microsoft Office Suite/Office 365, ability to take initiative and work autonomously, solution-focused, deadline-driven, and motivated to overcome challenges.
  • Communication: Excellent verbal and written communication skills.
  • Confidentiality: Thorough understanding and strict commitment to agency, employee, and client privacy, adherence to all HIPAA guidelines and regulations.


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