Administrative Assistant

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.
• Point of contact for Healthmark questions
• Place and follow up on facilities tickets needed for all locations
• Placement and follow up of help desk tickets for staff as needed, with communication to Division Manager.
• Managing and updating internal forms and documents
• Assist with scheduling meetings for Division Manager, point of contact for vendors
• Communicate with vendors as needed for Shredding, biohazard, water delivery, etc.
• Handle all monthly employee relations/employee appreciation items
• Manage internal staff directory and physician License directory
• Updating monthly Bank Box reports for all locations
• 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

• 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 (*).