Administrative Assistant- Outpatient Medical Practices (Full Time)

About North Country Healthcare (NCH):

North Country Healthcare is a non-profit affiliation of four medical facilities, Androscoggin Valley Hospital, North Country Home Health & Hospice Agency, Upper Connecticut Valley Hospital, and Weeks Medical Center, located in the White Mountains Region of New Hampshire. NCH includes numerous physicians and medical providers at multiple locations. This leading comprehensive healthcare network, which employs hundreds of highly-trained individuals, delivers integrated patient care through three community hospitals, specialty clinics, and home health and hospice services. NCH remains committed to the health and well-being of the communities we serve.

POSITION SUMMARY:

The Administrative Assistant to Managers plays a crucial role in supporting departmental managers by providing comprehensive administrative support to streamline day-to-day operations. Key responsibilities include scheduling meetings, preparing documents, handling routine correspondence, and maintaining filing systems. You will also coordinate events and travel arrangements, respond to general inquiries, and facilitate communication with staff and external stakeholders. This role demands strong organizational skills, attention to detail, and the ability to prioritize tasks effectively to help managers achieve departmental goals.

ESSENTIAL QUALIFICATIONS

Education:

• High school diploma or equivalent required; an Associate's degree in Business Administration or a related field is preferred.

Licensure:

Not applicable, though certification in office administration or a related field is an advantage.

• Association-accredited course in Basic Life Support (BLS) (for clinical staff), or Heart Saver CPR AED (for nonclinical staff), with renewal on a regular basis and a grace period of up to three months after the expiration date.

Skills:

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage multiple tasks simultaneously and prioritize effectively.
• Strong interpersonal skills for effective collaboration and communication.
• Attention to detail and accuracy in handling tasks.
• Basic problem-solving skills and adaptability.

Work Experience:

• Minimum of 2 years of experience in an administrative or clerical role.
• Experience supporting management or departmental teams is preferred.
• Familiarity with office systems and procedures.

ESSENTIAL FUNCTIONS:

• Provide administrative support to departmental managers, assisting them in organizing and managing daily activities.
• Schedule and coordinate meetings, ensuring all necessary arrangements and materials are prepared in advance.
• Prepare and edit documents, reports, and correspondence for accuracy and completeness.
• Manage and maintain filing systems, both electronic and physical, ensuring easy retrieval and organization of documents.
• Organize departmental events and meetings, handling logistical details and coordination.
• Coordinate domestic and international travel arrangements, including transportation, accommodations, and itineraries.
• Screen and handle routine correspondence, emails, and telephone inquiries, directing them to the appropriate party when necessary.
• Monitor office supplies and handle procurement to ensure availability and cost-effectiveness.
• Respond to general inquiries from staff and external contacts, providing information or directing as appropriate.
• Facilitate communication between managers, staff, and external parties to ensure smooth operations.
• Support the preparation and tracking of departmental budgets, expenses, and financial reports.
• Assist with special projects as needed, conducting research and compiling data for managerial review.
• Maintain an organized office environment, ensuring supplies and resources are readily accessible.
• Update and maintain departmental databases and records, ensuring accuracy and confidentiality.
• Provide support in identifying and implementing process improvements to enhance departmental efficiency and effectiveness.

NON-ESSENTIAL FUNCTIONS:

• Performs additional duties as assigned.
• Adheres to facility Values, Service Excellence, and Standards of Excellence.