Position Summary
The Administrative Assistant supports the Division Manager with administrative items as detailed in duties and responsibilities below.
Major Duties and Responsibilities
- Manage all marketing needs. Place orders for and review all marketing materials needed. Coordination with Marketing team for internal campaigns, including online promotions and filming.
- Assist in answering phone calls, screen, and route calls to appropriate staff.
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Point of contact for Healthmark questions
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Place and follow up on facilities tickets needed for all locations
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Placement and follow up of help desk tickets for staff as needed, with communication to Division Manager.
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Managing and updating internal forms and documents
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Assist with scheduling meetings for Division Manager, point of contact for vendors
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Communicate with vendors as needed for Shredding, biohazard, water delivery, etc.
- Handle all monthly employee relations/employee appreciation items
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Manage internal staff directory and physician License directory
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Updating monthly Bank Box reports for all locations
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Placement and management of job postings, forwarding applications to Manager as they come in.
- Additional duties and tasks assigned by the Division Manager.
Knowledge, Skills and Abilities
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Excellent verbal and written communication skills including letters, memos and emails.
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Excellent attention to detail.
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Exceptional organizational skills.
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Knowledge and experience with Microsoft Office applications (Word, and Excel) and internet resources.
- Skill in providing excellent customer service.
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Ability to maintain confidential, highly sensitive information.
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Ability to modify own working style, approach, or methodology to fit new/changing circumstances.
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Ability to present information in an organized manner.
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Ability to multi-task and work in a fast-paced environment.
Education/Training/Requirements
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High School Diploma required.
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2+ years of office administration experience supporting staff.
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2+ years of customer service experience supporting staff.
Physical Demands
- Ability to stand and walk for limited periods of time.
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Ability to sit for extended periods of time.
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Ability to climb stairs occasionally.
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Ability to enter data into a computer via a keyboard.
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Ability to occasionally reach, bend, stoop and lift up to 20 lbs. *
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Ability to grasp and hold up to 20 lbs.*
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Ability to occasionally squat and lean over.
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Ability to hear normal voice level communications in person or through the telephone.
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Ability to speak clearly and understandably.
- Basic vision, corrected.
- Ability to see and understand data on a computer screen.
Success Factors
- Alignment with Company Mission and Core Values
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Excellent Time Management/Organized
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Open Communication/Positive
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Goal Driven
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Excellent Customer Service
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Juggles Multiple Priorities
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Accuracy and Attention to Detail
All statements are essential functions of the position unless identified as non-essential by an asterisk (*).
