Description

Position Summary

The Administrative Assistant is responsible for handling front office reception and administration duties, including greeting guests, answering phones, handling company inquiries, and sorting and distributing mail.

Major Duties and Responsibilities

• Answer multiple phone lines, screen, and route calls to appropriate staff.
• Receive, sort, and distribute mail and packages in a timely manner.
• Coordinate mail flow in and out of office via USPS, FedEx and UPS.
• Answer inquiries about company and provide office numbers to patients.
• Maintain TPMG’s internal directory.
• Create zoom meetings for providers and staff.
• Distribute documents for signature via DocuSign and follow up as needed.
• Maintain the company conference room calendars and inform staff of room availability as well as ensuring the room and/or elevators are unlocked and food is provided, as needed.
• Ensure reception and break room area are tidy and stocked.
• Create Office Manager CEU Certificates and upload onto intranet.
• Assist Administrative Office Manager with the recruitment of physicians and mid-levels by managing open job positions, sharing CVs with the recruitment director, arranging interviews and recruitment visits to include creating recruitment packets, as well as securing flights and hotels for candidates, as needed.
• Manage the student placement program; interact with schools and students to place them with providers, ensure that all requirements are completed prior to the student starting their placement and Educational Affiliation Agreements and Certificate of Insurance policies are up to date in accordance with student placement.

• Work alongside Administrative Office Manager to process incoming subpoenas by reviewing and signing for subpoenas in the absence of Chief Legal Counsel, uploading subpoenas to the Sharefile, following up on subpoenas as needed, as well as working with law firms and providers to schedule phone calls, depositions, and court appearances.
• Process incoming garnishments by reviewing and scanning the garnishment to payroll and legal, saving the garnishment and ensuring payroll receives the original document via interoffice mail while following up as needed.
• Maintain the Certificate of Insurance spreadsheet for Facilities.
• Reconcile petty cash monthly and send additional money to finance to deposit.
• Order office supplies for administrative staff.
• Prepare new hire packets, name tags and submit access badge request forms for HR new hire training weekly.
• Create and distribute employee Service Awards as needed
• Reconcile any credit card purchases in a timely manner in OnBase.
• Schedule service calls for printers, as needed.
• Work discretely with confidential information.
• Send general communication emails and faxes.
• Perform filing and clerical duties.
• Help other departments, as needed with administrative support and projects.
• Provide backup assistance to the Administrative Office Manager as required.
• All other duties as assigned.

Qualifications

Knowledge, Skills and Abilities

• Excellent verbal and written communication skills including, letters, memos and emails.
• Excellent attention to detail.
• Exceptional organizational skills.
• Knowledge and experience with Microsoft Office applications (Word, and Excel) and internet resources.
• Skill in providing excellent customer service.
• Ability to maintain confidential, highly sensitive information.
• Ability to modify own working style, approach, or methodology to fit new/changing circumstances.
• Ability to present information in an organized manner.
• Ability to multi-task and work in a fast-paced environment.

Education/Training/Requirements

• High School Diploma required.
• 2 years of office administration experience supporting staff.
• 2 years of customer service experience supporting staff.

Physical Demands

• Ability to stand and walk for limited periods of time.
• Ability to sit for extended periods of time.
• Ability to climb stairs occasionally.
• Ability to enter data into a computer via a keyboard.
• Ability to occasionally reach, bend, stoop and lift up to 20 lbs. *
• Ability to grasp and hold up to 20 lbs.*
• Ability to occasionally squat and lean over.
• Ability to hear normal voice level communications in person or through the telephone.
• 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
• Excellent Time Management/Organized
• Open Communication/Positive
• Goal Driven
• Excellent Customer Service
• Juggles Multiple Priorities
• Accuracy and Attention to Detail

All statements are essential functions of the position unless identified as non-essential by an asterisk (*).