Administrative Assistant

PTSMC; West Hartford (CT); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

401(k)

Disability insurance

Health insurance

Life insurance

Paid time off

Job summary

PTSMC is seeking an on-site Administrative Assistant to join the Administrative Office team in West Hartford, CT. This role supports Admin Office operations and multiple departments, thriving in a fast-paced setting.

The ideal candidate is a team player who navigates technology with ease and works on-site in the West Hartford Admin Office. Responsibilities include mail handling, supply management, and event support among other duties.

Qualifications

• Team player who thrives in a fast-paced, multi-tasking environment.
• Comfort with technology and Microsoft Office applications.
• Ability to handle mail, packages and office coordination tasks on-site.

Responsibilities

• Keep Administrative Office organized and welcoming, including shared spaces and supplies.
• Manage workstation reservations and weekly staff communications.
• Serve as primary point of contact for building matters.
• Handle mail, packages, and document scanning/uploading.
• Order and replenish office and kitchen supplies; monitor copier and printer needs.
• Support events and meetings with setup, execution, and cleanup.

Job description

PTSMC is seeking an on-site Administrative Assistant to join the Administrative Office team. This is a unique opportunity to contribute to our organization on a broad scale performing administrative tasks to support Admin Office operations as well as individual departments. The ideal candidate is a team player who enjoys a fast paced, multi-tasking work environment and navigates technology with ease. Working on-site in at the West Hartford Admin Office is required.

Administrative Office Operations

• Help maintain an organized, clean, safe, and welcoming Administrative Office, including upkeep of shared spaces, kitchen, conference areas, attic, and basement storage areas
• Manage the workstation reservation process, and weekly communications to staff
• Be the primary point of contact for matters affecting the Administrative Office building
• Open, sort, and distribute mail and packages, including scanning and uploading mailed documents to appropriate staff
• Distribute faxed documents as needed
• Order, stock, and replenish office and kitchen supplies to maintain appropriate inventory levels.
• Responsible for daily assessment of restocking the copier and printers, running the dishwasher, taking out the kitchen trash and recycling, and ensuring bathrooms are stocked with supplies
• Maintain and coordinate Administrative Office equipment and inventory, including the LED projector set and onsite PTSMC gear stock
• Complete errands, shopping, clinic drop-offs, post office runs, supply pickups, and lunch orders as requested
• Conduct Administrative Office walkthroughs for new employees, including fire safety, building operations, kitchen procedures, and entry and exit processes
• Lead planning, communication, preparation, setup, execution, cleanup for Administrative Office events, meetings, and gatherings

Departmental & Organizational Support

• Provide administrative support and complete projects for Administrative departments and organizational leaders as requested
• Create, design, assemble, and update internal documents, presentations, labels, signs, event décor, and other content as needed through Microsoft programs or Canva
• Enter, organize, and maintain data in Excel spreadsheets and other systems; collect and analyze information to prepare reports
• Conduct research on assigned topics
• Support departments with mailings
• Assist the Revenue Cycle Management team with tracking lien and medical records checks received in the office, prepare insurance and patient checks for mailing to the Lock Box weekly, and mailing patient refunds monthly
• Support the Marketing team’s MD referral monthly mailing workflow
• Participate on The PULSE committee and assist monthly with transferring content into Canva
• Support the Clinical Excellence team and PTSMC Orthopedic Residency Program, with course supply and equipment drop-offs, pickups, certificates, ADP data entry, inventory, and coordination of supplies for internal and sponsored courses
• Review and respond weekly to PTSMC Google reviews with input from the Marketing team as needed
• 401(k)
• Disability insurance
• Health insurance
• Life insurance
• Paid time off

ABOUT THE ORGANIZATION

Our Mission

Improving the quality of people's lives by providing:

• Unmatched experiences
• Clinical excellence
• Lifelong relationships

Who We Are

Physical Therapy & Sports Medicine Centers is Connecticut's largest private-practice physical therapy company with 37 locations around the state serving more than 20,000 patients every year. Owner, Alan Balavender, a physical therapist himself, purchased and started the first PTSMC clinic in Waterbury in 2000. Balavender established a 'partnership model' that supports physical therapists who want to own and operate their own clinics, and has since helped more than 20 clinicians realize that goal.

Our Reputation

Physical Therapy & Sports Medicine Centers has achieved a reputation as a leader in healthcare throughout the state of Connecticut, improving the quality of life for our patients with a 'patient-centric' approach to physical therapy. Our aim is to return individuals to work, athletics, activity level and the lifestyle they enjoyed prior to pain, injury or surgery.

PT for Life Culture

At PTSMC, we are always building our 'PT for Life' culture. 'PT for Life' is our philosophy for how we treat each other and our customers, be they patients, friends, family or clients. We are proud to be named a 'Top Workplace' in Connecticut for ten consecutive years - a distinction made even more meaningful by the fact that it is earned through employee feedback on factors such as job-satisfaction and work environment. We are also proud to have earned a 'World Class' designation by Net Promoter Score, an internationally recognized customer satisfaction survey, as well as a 5-star average review on Google. It is our commitment to provide excellent care and service to all who interact with PTSMC - from the first touchpoint to the moment a patient leaves feeling better - and to build lifelong relationships along the way.

Learn more about PTSMC by visiting www.ptsmc.com and find us on Facebook, Instagram and LinkedIn!