Job Title: Administrative Assistant
Duration: 3+ months
Location: Philadelphia, PA (Mostly remote)
Pay Rate: $20.90 - $22.40/hr on W2
Shift Timing: 8:00 AM – 4:00 PM
Job Summary:
Under the Direction of the Director/Manager, performs administrative, secretarial, and clerical functions for one of more managerial/Research staff. Must be able to meet deadlines, work on several projects at once, and understand all of the concepts involved in the work performed.
Essential Functions:
-Supports the operations of the Department and associated call center services.
-Provide excellent customer service to patients, families, providers and staff in the course of daily functions.
-Performs secretarial and clerical duties in support of Staff.
-Open and date stamp all mail daily.
-Route incoming mail within one hour after opening to appropriate staff member.
-Transcribes and types written and dictated reports and professional correspondence for and Administration as required with less than a 5% error 90% of the time.
-Develops written correspondence according to instructional guidelines or departmental and hospital polices within requested timeliness 90% of time.
-Distributes written correspondence and other materials immediately upon completion to the appropriate staff.
-Maintains filing and retrieval systems for documents, resources and correspondence.
-Files all office correspondence and documents within 3 days 90% of the time.
-Screen inquiries about the department by phone, mail or in person; use judgment to respond to inquiries or to refer as appropriate.
-Record accurately all telephone messages, detailing the caller’s name, company, phone number, and reason for call.
-Place phone messages immediately in the appropriate designated phone slot or place message on the employee’s desk.
-Prioritizes tasks and initiates management with minimal supervision.
-Monitors inventory of office and other supplies and re-order when necessary.
-Assists in function of timekeeping and is responsible for distribution of paychecks.
-Prepares finance requests within 3 days 90% of the time and follow up as needed.
-Inputs and outputs information using the following software: Word, Excel, Access, IDX, Outlook, Lawson, Internet.
-Copies and collates documents as requested by staff or administrator staff. -Performs back up of computer files on a regular basis to ensure integrity of records maintained.
-Performs other duties as assigned to promote overall effective coordination of Department.
Required Skills & Experience:
-Ability to communicate and interact appropriately with patients, families, and staff with respect to age, disability, and cultural preferences.
-Able to accurately and efficiently express or exchange ideas/information by means of written and spoken word.
-Ability to provide excellent customer service to both external and internal customers, demonstrates a high degree of personal organization, meets applicable deadlines, and balances work across multiple work projects.
-Requires excellent interpersonal skills, the ability to operate efficiently in a high paced environment, the ability to support collaborative efforts, and the ability to quickly grasp and learn new concepts and procedures.
-Excellent computer skills including word processing (Microsoft Word), spreadsheet (Excel).
-Excellent organizational skills and the ability to meet deadlines; ability to prioritize tasks according to program needs.
-Experience working in customer service in a technical, hospital or other healthcare field. -Previous computer experience and/or training. Preferred Skills & Experience:
-PowerPoint and Access experience.
Pay: $20.90 - $22.40 per hour
Work Location: Hybrid remote in Philadelphia, PA 19104
