Administrative Specialist

Description

Position Overview:

The Administrative Specialist is responsible for supporting company operations and ensuring the smooth operation of CareLink's administrative office.

Position Functions:

• Review invoices related to general office operations for accuracy and work with vendor to correct any inaccuracies before sending to accounting for payment. 
• Proactively seek out reasonable cost saving modifications including exploring vendor or product changes and repairing/reusing items where possible and appropriate. 
• Gain approval/buy-in from management or other staff members for proposed changes to processes, vendors, products, etc. 
• Attend board meetings of the office park building association (one evening meeting per month) and maintain positive relationships with neighbors. 
• Serve as liaison to vendors such as HVAC, plumbers, electricians, office equipment suppliers (i.e. copier/printer and postage meter), and office cleaners. May occasionally require evening or weekend work to unlock/lock office for vendors. 
• Collaborate with leadership team to gather information for and prepare presentations and documents such as Board of Director’s Reports, Strategic Planning Committee updates, internal and external stakeholder communications, etc. 
• Manage conference room calendars including recurring meeting invitations and coordinate meetings and food orders as requested. 
• Monitor, organize, and order office supplies. 
• Assist with document storage, retrieval, scanning, filing, and destruction. 
• Monitor and distribute incoming and outgoing mail. 
• Ensure professional presentation of common areas, conference rooms, storage areas, etc.
• Assist with process of credentialing various healthcare providers with relevant insurance companies.

Requirements

Education/Experience Requirements:

• Experience in professional administrative roles, in Not-for-Profit preferred 

Required Skills:

• Intermediate to Advanced Microsoft Word and Power Point 
• Beginner to Intermediate Excel 
• Proficient with various technologies 
• Ability to manage own time effectively 
• Ability to synthesize ideas and data to present to a variety of audiences 
• Excellent listening, written, and verbal communication skills 
• Strong interpersonal and collaboration skills 
• Attention to detail 
• Ability to work and interact with people of various backgrounds and abilities 
• Situation-appropriate sense of urgency, prioritization skills, follow through and sense of task ownership 

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.  
• Must be able to lift up to 15 pounds at times.