Clinical Administrative Assistant

Fresenius Medical Care; Benton Harbor (MI); On-site; USD 32,000 - 52,000; Full time

Job summary

Fresenius Medical Care in the United States seeks an experienced secretarial and administrative professional to support management, screen calls, maintain calendars, schedule meetings, prepare memos, and coordinate travel.

The position requires 1–2 years of related experience, proficiency with Microsoft Office, good communication, and strong organizational skills; you will manage filing systems and assist with reports and budgeting as needed.

Qualifications

• 1–2 years of related secretarial/administrative experience.
• Proficiency with Microsoft Office products (Word, Excel, PowerPoint, Outlook).
• Knowledge of business vocabulary and standard administrative practices.
• Able to organize meetings, maintain calendars, and file documents.

Responsibilities

• Provide broad secretarial and administrative support, including confidential tasks.
• Set up and maintain filing systems, records management, and databases.
• Prepare memos, agendas, minutes, and policy explanations.
• Assist with budgets, invoicing, and department reporting requirements.
• Coordinate travel arrangements and expense reports.
• Screen calls, open mail, schedule appointments, and manage calendars.

Skills

Microsoft Office

Calendar management

Communication

Front office etiquette

Memos and correspondence

Education

High School Diploma

Tools

Microsoft Office

Database / spreadsheets (basic)

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.