Overview

The Office Manager will oversee the daily operations of the office providing support as well as perform administrative duties for leadership as required which may include a combination of various support functions including but not limited to details of critical/confidential nature, multi-tasking at various levels of support and providing direct communication, as needed, internally and externally to the company in support of the leader and/or team.

Job Highlights

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation)

• Responsible for overseeing the daily operations of an office, to include direct communication with building management.
• Responsible for various office support services including purchasing and facilities management.
• Provides administrative support for the non-clinical leadership and to members of the Clinical Governance Board.
• Manages multiple calendars and be proactive in making changes and updates.
• Conserves Leadership’s time by reading, research, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
• Handles details of confidential and critical nature.
• Prepares presentations, transcribes detail, schedules and maintains spreadsheets as needed.
• Answers telephone, screens calls and refers callers to the appropriate individual. Answers inquiries requiring standard answers.
• Proofreads correspondence and minutes, correcting grammatical errors, punctuation and spelling.
• Files correspondence, records, reports and minutes.
• Processes incoming and outgoing mail; opens, sorts and prioritizes correspondence for executive.
• Compiles and types reports and proposals. Prepares reports and proposals for final distribution.
• Makes travel arrangements as needed for non-clinical leaders and physician leaders.
• Provides and coordinates back up support for other administrative personnel as needed.
• Coordinates projects, workflow and follow up on delegated tasks to ensure progress to deadlines.
• Takes minutes at various meetings, including monthly evening meetings, such as Board Meetings and other Leadership Team meetings.
• Prepares materials for Board meetings, finance committee meetings, etc.;
• Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary
• Provide support to Operations with daily tasks and projects

Qualifications

Knowledge/Skills/Abilities (KSAs)

• Associate’s Degree (Bachelor's degree preferred); equivalent combination of education and experience will be considered.
• A minimum of 3 years of administrative experience, experience supporting senior leadership is preferred.
• A minimum of 2 years of office management experience
• Advanced computer skills and ability to train others on system usage, including MS Word, Excel and Power Point.
• Multi-tasking skills with ability to manage a variety of projects
• Superior oral and written communication skills and executive presence.
• Excellent organizational and communication skills
• Proven experience preparing and presenting information to senior executives.
• Ability to work well with executive levels of management and staff as well as outside vendors and clients.
• Advanced ability to organize.
• Working knowledge of organization policies, procedures and systems.
• Knowledge of office management practices, and secretarial procedures.
• Knowledge of grammar, spelling and punctuation to type from draft copy, review and edit reports and correspondence.
• Skill in gathering and reporting information.
• Ability to work effectively and independently with staff, physicians and external customers.
• Must have a pleasant disposition, professional appearance, and high tolerance level.
• Ability to work independently with limited supervision.
• Ability to type at least 60 wpm.
• Ability to maintain confidentiality.

*The physical demands described here are representative of those that may need to be met by an employee to successfully preform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasional Standing
• Occasional Walking
• Frequent Sitting
• Frequent hand, finger movement
• Use office equipment (in office or remote)
• Communicate verbally and in writing

Anesthesia Partners, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or other non-merit based factors.