What are the responsibilities and job description for the Administrative Assistant position at GastroIntestinal Associates, SC?
We're Hiring an Administrative Assistant!
📍 Wausau Office | 🕒 This is an On-Site, Full-Time Position
Are you a detail-driven multitasker with a passion for keeping things running smoothly behind the scenes? Join our dynamic team as an Administrative Assistant and play a key role in supporting our Administrative and Director Team by coordinating a wide range of clinical, operation and administrative functions! Responsibilities include managing meeting logistics and documentation, analyzing data for reporting, maintaining clinical reference materials, coordinating student programs and staff training, and planning conference travel. This role also supports patient experience initiatives, facilitates building maintenance needs and helps with employee recognition efforts.
If you're someone who thrives in a fast-paced environment and loves being the go-to person for keeping operations smooth, we'd love to meet you!
📩 Apply now and bring your administrative expertise to our team!
Essential Job Functions and Responsibilities
- Meeting Coordination
- Coordinates meeting scheduling, agendas and minutes for the clinical team and various committees.
- Distributes agendas and prep materials in advance and ensures proper meeting room setup.
- Records meeting minutes, ensuring accuracy and timely distribution to relevant parties.
- Data Processing and Analysis
- Processes and analyzes data to create comprehensive reports and visual aids, such as charts and graphs, enabling leadership team members to make informed decisions.
- Maintains organized and accessible data for future reference.
- Clinical Reference Manual Coordination
- Coordinates updates to the clinical reference manual, ensuring all information is current.
- Collaborates with subject matter experts on staff to review and revise content.
- Distributes updated manuals or digital versions to relevant team members and ensures proper version control.
- Conference Travel Planning
- Maintains tracking of conference attendance.
- Collaborates with Human Resources and the Executive Assistant to arrange travel logistics for clinical and other team members, including conference registration, booking flights, lodging, and transportation.
- Student and Training Coordination
- Coordinates medical and advanced practice provider student file requirements, ensuring all necessary documentation is complete and up-to-date.
- In conjunction with Scheduling Coordinator, coordinates student schedules with providers.
- Coordinates BLS and ACLS classes for certified clinical staff and providers.
- Patient Experience Support
- Provides administrative support for the patient survey process and assists with initiatives to enhance the patient experience in both the clinic and endoscopy settings.
- Coordinates revisions of clinical patient education materials with external printing vendors.
- Facilities and Building Maintenance Coordination
- Acts as a liaison for building maintenance and facility-related needs.
- Coordinates with internal teams and external vendors to ensure timely resolution of maintenance issues.
- Assists with tracking and scheduling routine maintenance and facility inspections.
- Employee Recognition
- Assists in the planning and coordination of employee recognition efforts, events, milestones, achievements, etc.
- Collaborates with leadership and Human Resources to promote a positive and appreciative workplace culture.
- Provides other administrative support to the Administrative and Director Team as needed.
- Performs other duties as assigned.
Minimum Qualifications
- Education
- Associate Degree in an Administrative, Marketing, or related program preferred.
- Licensure/Certification
- n/a
- Experience
- Three years of experience as an administrative assistant highly preferred.
- Work experience in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required.
