Administration - Administrative Assistant

DATE:05/2023

JOB TITLE:Administrative Assistant

REPORTS TO:Leadership as assigned.

DEPARTMENT(S):Various

FLSA: Non-exempt

JOB OBJECTIVE:The Administrative Assistant will provide support for business operations and will support designated leaders within the unit and work within a growing and evolving environment. The Administrative Assistant will continually exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will, at times, work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters.

ESSENTIAL JOB FUNCTIONS:

• Reception; including answering phones, receiving visitors, preparing meeting and training rooms, sorting and distributing mail
• Complete a broad variety of administrative tasks; managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans; itineraries, and agendas; and compiling documents for travel-related meetings.
• Perform database administration.
• Plan and schedule appointments, meetings, and events.
• Maintains various records in spreadsheets/databases and produce reports requiring data compilation and analysis.
• Participates in a wide variety of special projects and compile standing and ad hoc reports and PowerPoint presentations.
• Work with departments (as needed) to manage projects and timelines.
• Always maintain confidentiality.
• Participates in any required training sessions/seminars.
• Participates in special projects as requested.

The above essential functions are representative of major duties of positions in this job classification. Specific duties and responsibilities may vary based upon departmental needs. Other duties may be assigned similar to the above consistent with knowledge, skills and abilities required for the job.Not all of the duties may be assigned to a position.

QUALIFICATION REQUIREMENTS: These represent the desired qualifications of the ideal candidate. They are not meant to limit consideration for candidates who do not meet all of the standards listed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent oral and written communication skills, effective presentation skills
• Ability to create strong relationships with employees at all levels.
• Ability to communicate effectively and professionally through written, verbal, and interpersonal skills.
• Must be highly organized and detail oriented.
• Ability to multi-task in a fast-paced work environment
• Demonstrates proactive approaches to problem-solving.
• Demonstrates a high level of integrity and professionalism to handle sensitive and confidential information.
• Ability to provide customer focused service and communicate the value of proposed solutions.
• Highly organized with ability to manage competing priorities.

EDUCATION:

• Bachelor’s degree in business administration or relevant field preferred; high school diploma required.

EXPERIENCE:

• 2+ years of corporate experience in an administrative capacity
• Strong experience with Microsoft Office tools (Word, Excel, PowerPoint mandatory)
• Experience working with remote teammates

OTHER SKILLS and ABILITIES:

• Communicates clearly and concisely, with sensitivity to the needs of others.
• Maintains courteous, helpful, and professional behavior on the job; displays a willingness and ability to be responsive in a warm and caring manner to all customer groups; consistently cooperates and supports organization in problem solving issues; ensures customer satisfaction; will support the success of the entire team; establishes and maintains effective working relationships with co-workers.
• Follows all Policies and Procedures and HIPAA regulations.
• Maintains a safe working environment.
• Maintains the confidentiality of all company procedures, results, and information about participants, clients, providers and employees.
• Operates autonomously to manage multiple priorities.
• Establishes and maintains effective working relationships with internal and external clients.

PHYSICAL/MENTAL DEMANDS: This job operates in a professional work environment. This role routinely uses standard office equipment such as computers, phones, printers, and filing cabinets. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is occasionally required to move around the building; use hands to handle or feel; and reach with hands and arms.

Expected Hours of Work:This is a full-time position with an expectation to work an average of 40 hours per week on site, and an ability to be available outside of normal business hours to meet customer expectations on an ad-hoc basis. Normal business hours are between 8:30 a.m. to 5:30 p.m.

Travel: None.

Supervisory:None.