Job Details

Job Type

Full-time

Description

The Administrative Assistant supports the administrative staff by completing routine tasks that allow them to focus on more advanced responsibilities

Administrative Assistant

• Receive/Transfer all incoming phone calls and route calls to the appropriate team members.

• Send email messages of all calls to create a record of the call.

• Greet visitors and direct them to the appropriate place.

• Managing multiple or complex calendars for meetings and travel.

• Attending Administrative Team meetings to record minutes.

• Maintain the sign-in roster in the lobby.

• Retrieve phone messages from Voicemails and delegate them to the correct personnel.

• Collate and distribute mail.

• Coordinate the availability of Conference rooms for Meetings/Training.

• Input data from the PPUC Clinics that offer Occupational Medicine resources.

• Prepare and email Daily Clinic Volume Reports to the Administrative Team.

• Responsible for all incoming faxes and correspondence.

• Receiving all delivered packages, identifying who the packages are for, and ensuring they are notified of the delivery.

• Update phone list.

• Inventory and order all office supplies for the Administrative and Training Teams.

• Purge/shred outdated files.

• Other duties as assigned.

Requirements

• High School Diploma or GED. Associate or bachelor's degree preferred.

• At least two years of administrative experience.

• Proficient in Microsoft Office Suite.

• Effective and professional communication abilities, including communicating with all levels of team members, Providers, vendors, and guests.

• Great time management, organizational and prioritization abilities.

• Attention to detail and efficient problem-solving skills.