Administrative Assistant

Westchester Medical Center; Town of Mount Pleasant (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Westchester Medical Center in Town of Mount Pleasant, NY, is seeking an Administrative Assistant to support daily operations across departments, including scheduling, correspondence, and file management.

The role requires proficiency in Microsoft Office, strong communication, and the ability to handle confidential information while delivering exceptional patient and staff service.

Qualifications

• Previous administrative, clerical, or secretarial experience preferred.
• High school diploma or equivalent required.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Attends meetings and routes correspondence; drafts letters and documents.
• Manages incoming calls and directs them appropriately.
• Greets patients and guests in person or by phone.
• Schedules meetings and conference calls; manages calendars.
• Prepares and edits logs, reports, contracts, and presentations.
• Makes travel and event arrangements; prepares itineraries.
• Maintains electronic files and prepares Excel/PowerPoint materials.
• Handles expense reports and office supplies.

Skills

Interpersonal skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Job Summary:

An Administrative Assistant works to ensure that the daily operations of the clinic, doctor’s office, or hospital in which they serve function as smoothly as possible. They must engage in a wide variety of administrative support functions for one or more departments or managers.

Responsibilities:

• Acts on behalf of and conserves an executive’s time by attending meetings, reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Promptly and efficiently manages incoming phone calls by screening and/or directing incoming calls to the appropriate party.
• Receives, greets, and directs patients and guests, in person or via telephone.
• Manages multiple calendars; coordinates and schedules meetings and conference calls within the department, interdepartmentally, and/or with external parties.
• Prepares, edits, and keeps detailed logs of correspondence, reports, contracts, presentations.
• Makes travel, meeting, and special event arrangements; creates and organizes travel itineraries.
• Anticipates and prepares materials needed by the team for meetings, correspondence, appointments, etc. that may include privileged and confidential information.
• Processes expense reports and supporting documentation.
• Maintains inventory of office supplies by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
• Maintains a professional appearance and a clean, safe environment.
• Respects patients by recognizing their rights; maintaining confidentiality.
• Utilizes technology, including specialized software as applicable, to maximize productivity.
• Performs word processing; creates Excel spreadsheets and PowerPoint presentations; prepares reports.
• Develops and maintains electronic files as necessary.
• Prioritizes and manages multiple projects simultaneously; solicits, researches, and compiles supporting materials for projects; follows through on issues in a timely manner.
• Exhibits excellent interpersonal skills; provides customer service; assists other support staff as necessary; collaborates with all levels of internal leadership, management, and staff as well as outside clients, vendors, and other external parties.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
• Other duties as assigned.

Qualifications/Requirements:

Experience:

Previous administrative, clerical, or secretarial experience, preferred.

Education:

High school diploma or equivalent, required.

Other:

Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).