About the Position
Responsible for assisting supervisor in coordinating all day-to-day operations and other tasks as assigned.
Duties & Responsibilities
Assists supervisor in overseeing all aspects of general office coordination
Maintains supervisor’s office calendar to coordinate work flow and meetings
Tracks evaluation times and coordinates evaluation meetings with supervisor and operations team
Maintains confidentiality in all aspects of client, staff and agency information
Interacts with clients, vendors and visitors
Answers supervisor’s telephone when appropriate
Opens sorts and distributes incoming correspondence, including faxes and email when other administrative assistants are out of the office
Signs for and distributes UPS/FedEx or similarly delivered packages
Prepares responses to correspondence containing routine inquiries
Performs general clerical duties to include, but not limited to, copying, faxing, mailing and filing
Files and retrieves organizational documents, records and reports
Creates Provider templates and maintains provider schedules
Assists with in-house operational development and distribution of collateral materials
Modifies documents such as reports, memos and letters using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office or other programs
May conduct research, compile data and prepare papers for consideration and presentation to supervisor and team
Sets-up and coordinates meetings and conferences
Make sure that there is an agenda for the weekly operational meetings
Others as assigned
Prepares agendas for operational team meetings
Attends operational meetings or other meetings as requested in order to record minutes
Compiles, transcribes and distributes minutes of meetings
Provider meetings as necessary
Others as assigned
Supports supervisor in assigned project-based work
Assists with overall maintenance of the organization and its office
Responsible for other duties as assigned
Experience & Qualifications
Education & Experience
High diploma or equivalent
Must possess a minimum of three (3) years’ experience in general office responsibilities and procedures
Must possess a thorough knowledge of modern office practices, procedures, and equipment, including computers, copiers, and other standard office equipment
Ability to work independently, organize, monitor, and adjust work as necessary to ensure accuracy and timeliness
Demonstrated ability to identify and solve problems
Knowledge of principles and practices of organization, planning, records management and general administration
Ability to strongly embrace and personify the mission and values of GraceMed with socio-economic and cultural sensitivity in mind
Must display good verbal and written communication skills, and be able to professionally receive and follow oral instructions
Work Environment & Schedule
Administrative office environment. Ability to sit for long periods of time. Bending, stooping, and lifting (up to 50lbs.) may be required. Ability to read computer screens for extended periods of time. Interaction with physicians, patients and other office personnel. Must have visual acuity and manual dexterity to interface with computer. Must have auditory acuity to handle phone calls.
Normal schedule is Monday through Friday 8:00 am to 5:00 pm., schedule may vary.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
As an employee of GraceMed Health Clinic, Inc., you are bound by principles of medical ethics. You have both a legal and moral obligation to protect the privacy of our patients. In the course of your work, you will have access to confidential information regarding patients, and/or the practices’ confidential business. It is essential that you refrain from any discussions regarding personal information about a patient, a patient’s condition, a patient’s finances, proprietary company information, and/or the practices’ confidential business with any third person. This includes, but is not limited to, other employees, your spouse, family or friends.
Confidentiality is so important that any breach of this policy will be considered grounds for termination. Review and signature of the Agreement is a condition of employment. Successful skills testing, drug screening, and a background check are required for employment.