Administrative Assistant to the Secretarial Supervisor

Position Summary

We are seeking a highly motivated, dependable, and proactive Administrative Assistant to support our Secretarial Supervisor and administrative team. This is a leadership-focused role that requires an individual who can step into any secretarial function as needed, provide guidance and training to staff, and ensure the smooth operation of the department in the Supervisor's absence.

The ideal candidate is a problem-solver who leads by example, possesses excellent communication skills, and can effectively manage both staff and patient concerns while maintaining a positive and professional environment.

Key Responsibilities

• Provide direct administrative support to the Secretarial Supervisor.
• Assume the responsibilities of the Secretarial Supervisor during periods of absence.
• Step into any secretarial role as needed to maintain office operations, including coverage for call-outs, vacations, or staffing shortages.
• Assist with front desk operations, scheduling, patient check-in/check-out, and other administrative duties when necessary.
• Handle patient and parent concerns professionally, efficiently, and with a focus on resolution and customer satisfaction.
• Serve as a resource for secretarial staff by answering questions, providing guidance, and assisting with problem-solving.
• Train and mentor secretaries on office procedures, policies, and best practices.
• Explain patient account balances, billing information, and payment procedures to staff and assist in educating team members on these processes.
• Monitor workflow and help ensure consistency, accuracy, and efficiency across all administrative functions.
• Lead by example through professionalism, accountability, reliability, and a positive attitude.
• Support the implementation of office policies and procedures while promoting teamwork and collaboration.

Qualifications

• Previous administrative, secretarial, or office management experience required.
• Supervisory or leadership experience preferred.
• Strong interpersonal and conflict-resolution skills.
• Ability to effectively communicate with patients, parents, staff, and management.
• Excellent organizational and multitasking abilities.
• Ability to remain calm and professional when handling difficult situations or upset individuals.
• Proficiency with office software, scheduling systems, and administrative procedures.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently and make sound decisions when needed.

What We're Looking For

The successful candidate is someone who is willing to jump in wherever needed, support the team, and help create a positive and productive work environment. This individual must be comfortable leading others, providing training and support, and ensuring that office operations continue smoothly regardless of daily challenges.

Must be able to work 1 evening per week and 1 Saturday per month.

Benefits

• Medical with a flex spending card; Dental & Vision (for full time employees)
• Life Insurance
• 401K (for full time employees)
• Paid time off (for full time employees)

Compensation: $47,500

Submit resume to: [email protected]