iDEAL Hire
**remote role** Monday-Friday – 8:30am-5pm Basic Microsoft office and excel background – will be supporting an HR project Position Summary: Performs a variety of complex and highly confidential administrative and clerical duties in support of departmental functions that have direct report to upper level management, as well as communication with President/Vice President level executives. Essential Functions: Administrative & Clerical Assists assigned department by performing administrative duties that require discretion and independent judgment to ensure efficient operation of the office. Performs clerical task and data entry as directed by the manager or their designee. Tasks: Greets, screens and directs visitors, patients, sales representatives, etc. Places, receives and screens telephone calls; determines nature of call, takes messages and handles issues when applicable. Provides general information in accordance with Hospital policies. Schedules appointments, maintains calendars, arranges meetings and conferences, arranges travel, and develops itineraries. Opens, sorts and distributes incoming mail, answering routine correspondence independently Maintains office supplies, prepares inventory and purchase orders. Serves as liaison to Human Resources and Payroll. Assists with budget preparation and reconciliation. Establishes and maintains departmental files and records. Performs additional responsibilities such as processing payroll and petty cash Correspondence Prepares letters, reports and presentations. Tasks: Initiates, composes and types correspondence from rough drafts, shorthand, handwritten or taped dictation formats. Drafts standard letters as needed. Researches, gathers, interprets and maintains data need to develop correspondence and reports. Prepares statistical reports using spreadsheet or database software. Develops and edits presentations using applicable software. Proofs documents for accuracy and appropriate format including punctuation, spelling, grammar, nomenclature and completeness. Meetings Coordination Arranges appointments and meetings, and maintains calendars. Tasks: Schedules appointments and maintains calendars for administrative director and medical director. Arranges meetings including notification to attendees and ordering catering. Organizes programs, events, meetings or conferences. Prepares agendas and miscellaneous documents. Maintains conference room schedules using computer software. Attends meetings and records minutes and resolutions and then distributes to participants. Professionalism/Teamwork Administrative Assistant 2 Displays a commitment to the value of teamwork by building strong relationships with patients, families, co-workers and surrounding community. Is cooperative and collaborative in the performance of duties as needed to promote a unified team. Tasks: Participates in departmental special projects as needed. Attends meetings, in-services, etc as required. Displays an understanding and awareness of, and performs all duties in accordance with Mission and Vision Statements. Work cooperatively with other departments to plan and achieve organizational objectives. Level of Supervision Required: Work is reviewed periodically Contacts: Frequent contacts, within or outside of the Company. Requires tact, discretion, and working knowledge of Company procedures and policies. Type of Supervisory Responsiblities: None Qualifications/Requirements Education/Knowledge: Education Discipline: Basic professional knowledge; equivalent to a Bachelor’s degree; working knowledge of theory and practice within a specialized field Experience: 5-7 years Technical/Clinical Skills (Usage): Microsoft Office Suite (Frequently) Basic computer skills (Frequently) Standard Office Equipment (Frequently) Medical terminology (Occasionally) Critical thinking skills (Frequently) Certifications, Licenses, Registrations: None Communication Skills and Abilities: Demonstrates the ability to follow verbal instructions. Demonstrates the ability to communicate effectively verbally. Demonstrates the ability to communicate effectively in writing. Physical Demands and Working Environment Physical Demands: Light – Exerts up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently to move objects. Physical demands are in excess of those of sedentary work. Light work usually requires walking or standing to a significant degree. Work Environment: Normal Environment – Normal light, air, and space in work environment.
