Administrative Assistant

Your job is more than a job.

The Administrative Assistant provides administrative, clerical, receptionist and staff support to the general organizational operations. Working under direct supervision this position provides all necessary organizational support and is responsible for a variety of other related tasks, including interacting with patients, visitors and other staff to provide directions and answer other questions relative to the location of services, assist visitors with the utilization of the medical self-help terminals, provide concierge services and its departments and fulfill reception responsibilities.

Day to Day

GENERAL DUTIES

​Performs secretarial tasks for multiple professionals and supervisors/managers in the department to support department operations:

• Types letters, memoranda, reports, contracts, forms, manuals, documents and other materials from drafts or standard formats using MS Word. Proofreads and corrects completed work.

• Coordinates activities, meetings, schedules, recording and transcription of monthly staff meetings, and other department meetings as needed.

• Organizes and maintains department files and ensures that all materials are filed accurately and in a timely manner. Maintains confidentiality of information.

• Enters data into spreadsheets or existing databases including referrals and verbal orders. Runs and distributes routine reports. Maintains lists and logs.

Provides clerical support to facilitate smooth operation of the department:

• Sorts and distributes department mail and answers routine correspondence on own initiative.

• Maintains, monitors, and orders office supplies, letterhead, and envelopes.

• Performs a variety of other clerical tasks including, but not limited to makes copies, sends and receives faxes.

• Maintains adequate supply of forms.

• Handles files, schedules and correspondence for senior staff.

Telephone and receptionist duties:

• Serves as first point of contact for visitors and callers to the department or facility.

• Answers and screens telephone calls and takes accurate messages.

• Responds to inquiries from callers and visitors or refers to department staff.

• Takes calls from field staff regarding schedule changes and advises field staff when patients do not need to be seen due to hospitalization or other transfer.

Must Haves
EDUCATION/EXPERIENCE QUALIFICATIONS

• Required: High School Diploma/GED or equivalent OR 2 years of work experience in an office/healthcare setting.

REPORTING RELATIONSHIPS

• Does this position formally supervise employees? No

FUNCTIONAL DEMANDS

• Light: Light physical requirements- Light Work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly (Constantly: activity or condition exists 2/3 or more of the time) to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job should be rated Light Work: (1) when it requires walking or standing to a significant degree; or (2) when it requires sitting most of the time but entails pushing and/or pulling of arm or leg controls; and/or (3) when the job requires working at a production rate pace entailing the constant pushing and/or pulling of materials even though the weight of those materials is negligible. NOTE: The constant stress and strain of maintaining a production rate pace, especially in an industrial setting, can be and is physically demanding of a worker even though the amount of force exerted is negligible.

PHYSICAL DEMANDS

• Sitting - Continuous (67-100% of day)

• Standing - Occasional (0-35% of day)

• Walking - Occasional (0-35% of day)

• Climbing (e.g., stairs or ladders) - Occasional (0-35% of day)

• Lifting Floor to waist level: 0-10lbs - Occasional (0-35% of day)

• Lifting Floor to waist level: 10-20lbs - Occasional (0-35% of day)

• Lifting Floor to waist level: 20-50lbs - Occasional (0-35% of day)

• Lifting Floor to waist level: 50-100lbs - Occasional (0-35% of day)

• Lifting Floor to waist level: 100+lbs - Occasional (0-35% of day)

• Lifting Waist level and above: 0-10lbs - Occasional (0-35% of day)

• Lifting Waist level and above: 10-20lbs - Occasional (0-35% of day)

• Lifting Waist level and above: 20-50lbs - Occasional (0-35% of day)

• Lifting Waist level and above: 50-100lbs - O