Administrative Specialist, Corporate Programs

AFMC; Little Rock (AR); Hybrid; USD 36,000 - 52,000; Full time

Job summary

AFMC is seeking an Administrative Specialist for Corporate Programs to handle reception, clerical tasks, and provide administrative support to the executive team and corporate programs. This hybrid role in Little Rock requires high school education and at least three years of administrative experience.

Responsibilities include answering calls, greeting visitors, managing the mail room, data entry, travel coordination, and preparing reports and documents for management.

Qualifications

• Ability to modify and adapt methods of communication to account for the differing needs of contacts, especially in stressful situations.
• Ability to maintain confidentiality.
• Type 40 wpm.
• Initiative and the ability to multitask.
• Ability to prioritize and meet deadlines.
• Professional demeanor.
• MS Office proficiency (Word, Excel, Outlook).

Responsibilities

• Answer incoming telephone calls and route to proper staff or department.
• Greet, assist, and direct visitors, vendors, and service personnel; manage mail and deliveries.
• Provide admin support to executive team, Corporate Secretary, and AFMC Board of Directors.
• Perform data entry, word processing, scanning, and filing.
• Coordinate travel arrangements and prepare expense reports.
• Create and distribute communications, memos, and templates.

Skills

Typing 40 wpm

Communication

Multitasking

Organization

Teamwork

Professionalism

Time management

Confidentiality

Customer service

Adaptability

Education

High School Diploma

Associate’s degree

Tools

MS Office

Office equipment (phone, fax, copier)

Job description

Administrative Specialist, Corporate Programs - (26-148)

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Job Title

Administrative Specialist, Corporate Programs

Job Type

Full-Time

Category

Location

Hybrid/Rotating LR Based - Little Rock, AR 72201 US (Primary)

Education

High School

Travel

Job Description

SCOPE OF POSITION:

Responsible for handling reception and clerical duties while providing departmental support, which include; answering and routing incoming calls, greeting and directing visitors, accepting deliveries, word document processing and other administrative tasks. Responsible for performing administrative functions to support corporate programs and special projects as needed. Support the organization’s mission, vision, and values by exhibiting the following behaviors: Honesty, Excellence Accountability, Respect and Teamwork.

• Answer incoming telephone calls and route to proper staff or department.
• Maintain processes and procedures manual for assigned area.
• Work with manager to arrange coverage for lunch breaks and scheduled time off.
• Greet, assist, and direct all visitors, vendors, and service personnel in compliance with security requirements.
• Communicate effectively with all internal and external customers.
• Provide administrative support to the executive team, Corporate Secretary, and AFMC Board of Directors as directed.
• Build a general working knowledge of assigned area(s) activities and requirements.
• Perform data entry, word processing and scanning, as required.
• Organize, file, and maintain departmental records, manuals, files, correspondence, and supplies for department and/or executive team.
• Communicate needs and requests to other team members as appropriate.
• Create and maintain resource library for department.
• Create and maintain appropriate documentation as required by assigned area(s), following internal protocols and naming conventions.
• Perform inventory of supplies monthly.
• Oversee mail room – responsible for all outgoing shipments/mail-outs for the executive office; open, sort, date stamp and distribute incoming mail and faxes, memos, and e-mails to assigned area(s); Accept and route deliveries, as appropriate.
• Research for reports and correspondence, as requested.
• Assist with coordination of travel for all AFMC employees.
• Ability to accurately prepare and submit expense authorizations, expense reports and purchase requisitions.
• As required, compose, edit, and assist in creating communications, materials, and templates for various projects.
• Compose, proofread, and distribute outgoing correspondence, memos, forms, reports, etc.
• Conduct research, as directed, and prepare reports, presentations and documents for managerial staff and team members.
• Initiate the purchase / request of departmental supplies, obtain appropriate approval, and maintain documentation of all transactions. Reconcile invoices through the Accounting/Finance department.
• Communicate with and serve as back up for other team members.

3. Perform Corporate Program support:

• Perform specialized functions of special corporate programs as required or directed.
• Researches, analyzes, compiles, and presents information and reports. Disseminates information to appropriate parties.
• Assist in program planning and organizing including assisting in defining program goals and objectives and developing procedures and processes.
• Assist with the collection, organization, analysis, and/or preparation of materials in response to requests for program information and reports.
• Perform an array of technical, research, planning, policy, program assessment, and administrative activities related to program assignment.
• Provide support and collaborates in the planning, development, implementation, analysis, and documentation of a program.
• May create or maintain program records and files while maintaining quality, including electronic and paper records following internal protocols and provide administrative support.
• Coordinate, prepare and organize activities such as workgroup meetings, workshops, business meetings, and/or webinars as directed.
• Attend meetings and serves as organizer or member of groups and committees associated with the program.
• Coordinate and monitor the creation and maintenance of required reports in compliance with deliverables and timeframes, as directed. Present progress and updates of project activities to team and all appropriate project staff at designated time intervals.

4. Follow AFMC, state and federal protocols regarding data confidentiality/security and HIPAA compliance.

5. Additional duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to modify and adapt methods of communication to account for the differing needs of contacts especially in stressful and difficult situations and ensure polite, efficient, and appropriate communications exists at all times.
• Ability to maintain confidentiality.
• Type 40 wpm.
• Initiative.
• Ability to multitask.
• Ability to prioritize.
• Professional.
• Ability to meet deadlines.
• Intermediate skill level with MS Office (Word, Excel, and Outlook).
• Use various office machines, including telephone, fax, and multi-functional printer/copier/scanner.
• Strong communication skills on the telephone and/ or written correspondence.
• Exceptional skills in Business English.
• Strong organizational skills.
• Flexibility.
• Work in a team setting.
• Ability to relate professionally and positively with staff, business partners, customers, constituents, recipients, and the public.
• Regular and punctual attendance.
• Ability to travel as needed.

Job Requirements

Physical and Sensory Requirements (With or Without the Aid of Mechanical Devices):

Mobility, reaching, bending, lifting, grasping, ability to read and write, ability to communicate with personnel, ability to remain calm under stress and ability to lift up to 50 pounds. Must be capable of performing the essential functions of this job, with or without reasonable accommodations.

EDUCATION:

Required : High School Diploma
Desirable : Associate’s degree or additional education

EXPERIENCE:

Required : Three (3) years’ experience in administrative support at a professional level.
Desirable : Experience in healthcare administrative setting

INTERNET REQUIREMENTS:

Reliable, high-speed wireless internet service (Wi-Fi)
An upload speed of at least 2Mbps is required to support softphone functionality.

Equal Opportunity Employer/Veterans/Disabled EEO IS THE LAW

AFMC, Inc. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability or any other status protected by federal, state and/or local law. AFMC invites any employee and/or applicant to review the Company’s Aff… [phone], by fax [phone] or by U.S. mail Attn: Human Resources, 1020 West 4th Street, Suite 400, Little Rock, AR 72201.