Administrative Assistant

Jobility Talent Solutions; New York (NY); On-site; USD 38,000 - 54,000; Full time

Job summary

Jobility Talent Solutions seeks an Administrative Assistant to provide broad support to a department leader and clinical staff. You will manage calendars, draft emails, prepare reports, and handle travel authorizations as needed.

The role emphasizes attention to detail, strong written and verbal communication, and the ability to juggle multiple priorities in a fast-paced office environment.

Qualifications

• Proven written communication skills.
• Strong verbal communication and listening skills.
• Effective interpersonal skills.
• Ability to simultaneously handle multiple priorities.
• Demonstrates a high level of accuracy and reliability.
• Excellent organizational skills.
• Two to four (2-4) years of experience preferred.

Responsibilities

• Performs administrative activities to maintain the smooth operation of the office.
• Resolves routine inquiries and fulfills requests using department policies.
• Screens telephone calls and provides assistance to visitors.
• Establishes and maintains confidential files, logs and records.
• Identify appropriate vehicles for providing access to department information.
• Ensure content is up to date.
• Opens, reads and prioritizes mail for department staff.
• Independently drafts emails or correspondence to routine inquiries.
• Completes and submits travel authorizations, travel expense vouchers, check requests, and purchase requisitions with receipts.
• Ensures information accuracy and completes tasks within timeframes.
• Provide administrative assistance for professional recruitment in clinical areas.
• Cross-cover for other assistants, including answering and triaging patient-related calls.
• Prepare and distribute on-call schedules for service/department coordination.
• Schedules appointments, meetings and conferences.
• Manage complex calendars using independent judgment and prioritize resources.
• Arrange meeting space and set up requirements (food, tech, etc.).
• Coordinate audiovisual equipment needs and order as necessary.
• Prepare/produce memos, reports, presentations, and manuals.
• Proofread documents for terminology, spelling, and consistency.
• Prepare and distribute agendas, minutes, announcements and materials.
• Develop formats for presentations and organization charts.

Tools

Microsoft Office

Job description

Under general supervision, the Administrative Assistant provides a wide range of administrative support to a department leader, clinical leader, and/or group of professionals. Major responsibilities include but are not limited to ordering office supplies and equipment, handling expenses and paperwork, document preparation, scheduling, assisting with visitors, and participating in departmental projects. In addition, the Administrative Assistant is responsible for resolving basic problems and questions that relate to the department or division and identifying a course of action for the complex ones. The Administrative Assistant is responsible for ensuring that all administrative tasks are completed in a manner that ensures the efficient operation of the department.

Job Responsibilities:

• Performs administrative activities to maintain the smooth operation of the office.
• Resolves both routine and complex inquiries and fulfills requests using in-depth knowledge of department and organization policies and procedures.
• Screens telephone calls and provides assistance to visitors.
• Establishes and maintains confidential files, logs and records.
• Identifies appropriate vehicles for providing access to department information.
• Ensure content is up to date.
• Opens, reads and prioritize mail for department leader and departmental staff.
• Independently drafts emails or correspondence to routine written or oral inquiries.
• Completes and submits travel authorizations, travel expense vouchers, check requests, and purchase requisitions; attaches all needed receipts and invoices for submission; follows up for timely processing; verifies calculations; notifies staff of discrepancies.
• Ensures accuracy of information, makes adjustments as needed, and completes within established timeframes.
• For clinical areas, they may provide administrative assistance for professional recruitment.
• For clinical areas, may provide cross-coverage for other Assistant(s), including answering and triaging patient-related calls and scheduling appointments.
• For clinical areas, you may prepare, maintain and distribute on-call schedules for Service, Division and/or Department Coordination & Scheduling.
• Schedules of appointments, meetings, and conferences as requested.
• Manage complex calendars of department leader and department staff, using independent judgment based on knowledge of priorities and resources.
• Arranges for appropriate meeting space and set up given meeting/seminar requirements (e.g., food ordering, technology devices, etc).
• Uses knowledge of accommodation and structure of rooms to provide viable set up or propose alternatives; discusses audiovisual equipment needed with requester and Conference Planning and orders as necessary.
• Prepares/produces documents including memos, reports, presentations, and manuals as requested.
• Proofreads all documents; ensures proper use of terminology, spelling, grammar, and consistency of information.
• May make recommendations on content.
• Prepares and distributes agendas, minutes, announcements, manuals and related materials for various departmental activities.
• Develops format for presentations and organization charts using appropriate office software.

Requirements:

• Client will allow any amount of experience. If there is none, this should be escalated.
• Intermediate Microsoft Office Software and any relevant office applications used in the department.
• Demonstrated written communication skills.
• Strong verbal communication and listening skills.
• Effective interpersonal skills.
• Ability to simultaneously handle multiple priorities.
• Demonstrates a high level of accuracy, even under pressure.
• Excellent organizational skills.
• Highly thorough and dependable.
• Two to four (2-4) years of experience preferred