JOB SUMMARY
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, heavy calendar management, overseeing all assigned projects and performing minor clerical functions such as arranging conference calls, and scheduling meetings. Capacity to multi-task in a fast-paced environment with priorities frequently changing. Flexibility and reliability are key, along with excellent written and verbal communication skills. The Administrative Assistant acts as an important liaison between upper management and clinics.
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ESSENTIAL DUTIES AND RESPONSIBILITIES- Oversees all projects and special assignments as identified by their assigned Senior Executive(s).
- Prepares agenda items; takes and transcribes minutes of meetings as requested.
- Coordinates off-site meetings including travel arrangements.
- Maintains multiple calendars including conference room calendars.
- Orders supplies, process purchase orders.
- Prepares monthly reporting and productivity reports.
- Prepares and submits expense reports including credit card and petty cash expense reports, as directed
- Responsible for maintain and updating policies and procedures, and protocols.
- Corresponds with property management as needed.
- Researches programs, opportunities, approaches, or initiatives as directed and provides summarized information or report on findings
- Utilize UDS Mapper to generate reports for CEO. Includes learning how to use UDS Mapper and how to generate reports
- Utilize grants.gov, hrsa.gov and other websites to review, file or submit data and reports including preparation of competitive analysis reports as directed.
- Supports existing administrative staff and covers their responsibilities during vacations, unplanned absences or other unexpected situations.
- Serves as back up to the Executive Assistant or their designee for all Board related support functions (board attendance, minute preparation, agenda packet preparation, RSVP management, board member follow-up, document collection, board signatures, etc.)
- Conduct periodic facility inspections including follow-up on agreed upon action items
- Administer Robin workplace experience platform
- Provide support to MA School as directed
- Research and recommend various administrative software products which enhance office efficiencies (e.g. Docusign, Adobe Acrobat Pro, Robin, etc.)
- Represent the company in a professional and positive manner at conferences, seminars or meetings.
- Performs other assigned duties.
EDUCATION, TRAINING AND EXPERIENCE
- Minimum 4 years of administrative experience.
PAY RATE: $20-24/hr
BENEFITS:
Medical, Dental and Vision – 100% paid by Employer
Life Insurance and Accidental Dismemberment – 100% paid by Employer
Paid Holidays
Paid Time Off
401K
401K Matching
Flexible Spending Account
Fringe
Supplemental Insurance
