Clinic Administrative Assistant

Talentify; United States; On-site; USD 36,000 - 48,000; Full time

Job summary

Fresenius Medical Care is seeking an experienced administrative assistant to provide secretarial and clerical support for confidential matters. The role involves calendar management, meeting coordination, and handling a variety of office tasks to relieve management of routine details.

The ideal candidate will have 1–2 years in administrative support, strong MS Office skills, and solid organizational abilities.

Qualifications

• Minimum 1–2 years of related experience.
• Knowledge of business & technical vocabulary.
• Familiar with standard business concepts, practices & procedures within administrative support.
• Able to employ basic reasoning and analytical skills.
• Proficient in computer software such as Microsoft Office products, spreadsheets, presentations, database programs.
• Proficient in organizational operations & procedures.
• Experience handling incoming phone calls; professional front office etiquette.

Responsibilities

• Provide a broad range of secretarial & administrative support.
• Relieve management of clerical work and administrative detail.
• Set up and maintain filing systems; records management; databases.
• Prepare memos, correspondence, agendas, minutes, and policy explanations.
• Assemble budgets and track expenses; process invoicing.
• Coordinate meetings and travel arrangements; complete expense reports.
• Interface with various levels of management and external customers.
• Assist with projects as assigned by supervisor.

Skills

Microsoft Office

Phone etiquette

Organization skills

Analytical skills

Communication skills

Education

High School Diploma

Secretarial training

Tools

Database programs

CRM software

Job description

PURPOSE AND SCOPE:

Executes secretarial and administrative assignments of confidential nature and relieves management of clerical, administrative and business detail as necessary. Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments and maintaining the calendar, sets up the office filing system, and coordinates meetings.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Under general supervision, provides a broad range of secretarial & administrative support that may include details of a confidential nature.
• Executes secretarial and administrative assignments of a complex and confidential nature and relieves management of clerical work, administrative, and business detail as necessary.
• Sets up and maintains official department filing system, records management, databases.
• Prepares memos, correspondence, agendas, minutes, and policy explanations.
• Collects, compiles and analyzes information as required by manager(s). Assists in department reporting requirements and form completion.
• Assembles budgets and tracking budget expenses and variances. Pays and tracks invoicing.
• Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments and maintaining the calendar, and coordinating meetings (internal or external.)
• Organizes travel arrangements and completes expense reports.
• Interfaces with a various levels of management across organizations and with external customers.
• May serve as a point of contact for other departments such as IT, HR, building and facilities, etc.
• Assist with various projects as assigned by direct supervisor.
• Other duties as assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

• The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISION:

• None

EDUCATION:

• High School Diploma required, some specialized secretarial training preferred.

EXPERIENCE AND REQUIRED SKILLS:

• Minimum 1 – 2 years of related experience.
• Knowledge of business & technical vocabulary.
• Familiar with standard business concepts, practices & procedures within administrative support.
• Able to employ basic reasoning and analytical skills.
• Proficient in computer software such as Microsoft Office products, spreadsheets, presentations, database programs.
• Proficient in organizational operations & procedures.
• Experience handling incoming phone calls; remains professional at all times; front office etiquette.

Fresenius Medical Care maintains a drug-free workplace in accordance with applicable federal and state laws.

Fresenius Medical Care is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity, parental status, national origin, age, disability, military service, or other non-merit-based factors