Administrative Assistant

Rochester Regional Health; Town of Potsdam, Northern (NY, KY); Hybrid; USD 62,000 - 69,000; Full time

Job summary

Rochester Regional Health in Potsdam, NY is seeking an Administrative Assistant to support the PHYS PRACTICE MGT department. The role focuses on creating efficient office systems, prioritizing work, and representing leadership with professional communication and service excellence.

The position requires attention to confidentiality, strong organizational skills, and the ability to manage multiple projects and travel arrangements for staff. 40-hour, in-office schedule.

Qualifications

• Two years experience in administrative services in a business office setting.
• Associate’s degree in secretarial science or related field, or two years of business-related college.
• Experience in a healthcare or service industry environment.
• IAAP certification as a Certified Administrative Professional.
• Notary Public.

Responsibilities

• Create and continuously improve highly effective office systems, processes and procedures by analyzing current and anticipated office needs and providing an efficiently organized means of meeting identified needs.
• Manage multiple concurrent projects, processes and assignments, ensuring quality outcomes delivered on time; assist with project planning, prioritization and organization to ensure successful project focus and outcomes; follows up with others on project deliverables to ensure project/goal accomplishment within established timeframes. Coordinates travel itineraries and arrangements for medical staff recruitment and dignitaries.
• Manage office information, including hard copy and electronic files and data, ensuring appropriate confidentiality of information access and retrieval; utilizes office information systems for on-demand information retrieval, preparation of communications and reports.
• Provides service excellence to internal and external customers through office reception practices, communication management practices, professionally managing customer needs and concerns, anticipating and responding to customer requests, or making active referral to subject matter expert/decision-maker that can fulfill the customer’s request.
• Ensures essential communication is composed, produced, organized, and disseminated for specific recipients, including managing electronic and hard copy mail, preparation of board meeting announcements, correspondence to internal and external recipients, preparation of information packets, responding to telephonic, electronic and hard copy communication.

Skills

Administrative experience

Customer service

Office coordination

Education

Associate’s degree in secretarial science or related field

Two years of business-related college

Job description

Job Title

Administrative Assistant

Department

PHYS PRACTICE MGT

Location

SLH 50 Leroy Street Potsdam, NY 13676

Hours Per Week

40

Schedule

Mon - Fri (8am - 4:30pm or 5pm (depending on lunch hour)

SUMMARY

This role applies advanced knowledge of office administration to proactively prioritize work, establish efficient processes, and resolve operational challenges. As a high-visibility position, this individual serves as a professional and positive representative of executive leadership, the department, and the organization, demonstrating excellent communication and customer service skills in all interactions.

RESPONSIBILITIES

• Office Administration: Create and continuously improve highly effective office systems, processes and procedures by analyzing current and anticipated office needs and providing an efficiently organized means of meeting identified needs.
• Project Management: Manage multiple concurrent projects, processes and assignments, ensuring quality outcomes delivered on time; assist with project planning, prioritization and organization to ensure successful project focus and outcomes; follows up with others on project deliverables to ensure project/goal accomplishment within established timeframes. Coordinates travel itineraries and arrangements for medical staff recruitment and dignitaries.
• Information Administration: Manage office information, including hard copy and electronic files and data, ensuring appropriate confidentiality of information access and retrieval; utilizes office information systems for on-demand information retrieval, preparation of communications and reports.
• Customer Service: Provides service excellence to internal and external customers through office reception practices, communication management practices, professionally managing customer needs and concerns, anticipating and responding to customer requests, or making active referral to subject matter expert/decision-maker that can fulfill the customer’s request.
• Communication: Ensures essential communication is composed, produced, organized, and disseminated for specific recipients, including managing electronic and hard copy mail, preparation of board meeting announcements, correspondence to internal and external recipients, preparation of information packets, responding to telephonic, electronic and hard copy communication.

MINIMUM QUALIFICATIONS

• Two years experience in administrative services in a business office setting

PREFERRED QUALIFICATIONS

• Associate’s degree in secretarial science or related field, or two years of business-related college.
• Experience in a healthcare or service industry environment
• IAAP certification as a Certified Administrative Professional
• Notary Public

REQUIRED LICENSURE/CERTIFICATIONS

• None

PHYSICAL REQUIREMENTS

Sedentary - Sedentary roles are primarily office-based and require prolonged sitting (67–100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low, administrative areas within healthcare environments may occasionally involve contact with infectious agents. Some roles may require flexible hours, TB screening, or a valid driver’s license.

PAY RANGE

$62,350.00 - $69,400.00