Provide front‑office administrative support including correspondence, scheduling, travel arrangements, meeting coordination and minutes, expense reports, presentations, filing and supply ordering. Manage multiple calendars, interact with staff, patients and vendors, and support multiple projects across clinic facilities with occasional evenings/weekends and up to 10% travel.
Position Summary
The Administrative Assistant provides administrative support and demonstrates initiative, resourcefulness and problem-solving skills in applying a detailed knowledge of the responsibilities and functions of the department in organizing and prioritizing projects and all related duties.
Schedule:
- Flexible, may require some evening and weekends
- Prepares correspondence, reports, agendas and spreadsheets
- Arranges appointments, conferences and travel
- Coordinate meetings, take meeting minutes, maintains files
- General office duties: filing, faxing, photo copying and order office supplies for department
- Manages multiple calendars
- Ability to interact effectively with Directors, Managers, patients, internal staff and representatives of public agencies and businesses
- Handles phones and assists visitors and interacts with various vendors
- Prepares expense reports
- Prepares presentations
- Plans and coordinates multiple projects for completion
- Handling of all incoming/outgoing correspondences for department
- Maintain a positive working relationship with staff
- Other duties as assigned by supervisor/ Manager
- Microsoft Office/Word/Excel/Outlook
- Excellent Communication Skills
- Excellent Customer Service Skills
- Bi-lingual Spanish/English (preferred)
- Ability to work as a team player and work independently
- Reliable transportation
- Must be able to travel from facility to facility
- This position requires 10 % travel outside the local area.
Required Education/Experience and/or Licensure/Certification
- A.A. degree in Business Administration, or coursework in related field (experience may substitute for education) • Proficiency in Microsoft Office applications
- Excellent proofreading and grammar skills
- Minimum 2-3 years administrative experience (high-level administrative support preferred)
- Commitment to goals and philosophy of Northeast Community Clinic
- Valid State Identification
- OSHA Category 3 – Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment.
- The work is majority of the time sedentary in nature.
- The employee is regularly required to communicate, frequently required to use repetitive motions, move, remain stationary, regularly push, pull and lift up to 20 pounds and occasionally push, pull and lift up to 40 pounds.
- Must possess mobility to work in a standard office/clinic setting (in some cases both settings) and to use standard office/clinic equipment, including a computer, stamina to maintain attention to detail despite interruptions, read printed materials and use a computer, and communicate in person and over the telephone.
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