Administrative Assistant/Support

The Administrative Support Specialist provides high-level clerical and operational coordination for the Program Director and Medical Director. This role is pivotal in bridging the gap between administrative efficiency and the seamless delivery of participant care. You will act as the organizational backbone of the leadership team, ensuring that both clinical and administrative workflows are executed with precision. 

Responsibilities

• Acts as a liaison with other departments and internal and external customers (including patients, vendors, auditors and inspectors). Answers phones, emails, and walk-in visitors, using discretion to answer both routine and complicated questions; forwards issues to appropriate person. Handles confidential and routine information.
• Ensures applicable regulatory and department standards are adhered to on an on-going basis (The Joint Commission, OSHA, etc.).
• Recruits, trains, develops, engages and retains an accountable workforce.
• Researches, collects, and enters data. Performs intermediate data analysis, identifying discrepancies and researching for resolution. Creates high-level reports, which include graphs, charts, and pivot tables. Makes reports that are timely, correct, and audience appropriate.
• Supports manager(s) and department with high-level administrative support, which may include calendaring, scheduling, timecard support, meeting organization and minutes, travel arrangements, and similar administrative support tasks.
• Types and designs high-level, audience specific correspondences, memos, spreadsheets, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. Includes data entry.
• Manage special nonrecurring and ongoing projects, including planning, implementation, and evaluation; works with teams or independently to meet deadlines and accomplish project goals. Coaches, mentors, and leads teammates on special projects.
• Performs other duties as assigned. 

Education & Training

• High School diploma or equivalent required. Associate degree preferred.
• A minimum of two years’ experience in an office environment performing a similar level of work required.
• Prior health care experience preferred.

Skills & Abilities

• Ability to exercise discretion and maintain confidential information.
• Ability to multi-task, be flexible, ensure accuracy, and meet changing priorities in a fast-paced, high-workload environment.
• Ability to relate well with team members, coworkers, and other departmental staff.
• Ability to type 40-50 WPM; ability to accurately complete data entry at relatively high speed, utilizing grammar and spell check software.
• Exceptional interpersonal and customer service skills
• Exceptional knowledge of business English, including proper grammar, spelling, and punctuation.
• Exceptional knowledge of mathematics and intermediate level of calculation skills.
• Exceptional organizational skills, attention to detail, time-management skills, and strong motivation to meet deadlines and achieve goals.
• Exceptional skills in computer software and systems, specifically Microsoft Office; ability to create graphs, use Excel Macros, and create dynamic power-point presentations.
• Exceptional written and verbal communication skills.
• Intermediate analytical and problem-solving skills.
• Intermediate knowledge of project management practices and principals, and LEAN methodology.
• Successful track record of leading and driving positive change through others.

Working Conditions

The working conditions and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Primarily work indoors.
• Usually have their own office or a shared office space
• Are exposed daily to participant’s who have diseases or infections.
• Wear protective clothing such as gown, masks and gloves, as needed
• Work very close to others, especially when examining participants
• While performing the duties of this job, the employee is frequently required to walk, sit, and/or stand
• The employee must occasionally lift and/or move up to 25 pounds.