Regional Administrative Assistant

Fresenius Medical Care; Hickorytown (PA); On-site; USD 38,000 - 52,000; Full time

Job summary

Fresenius Medical Care is seeking an experienced secretary/administrative assistant to support management with confidential clerical tasks. You will screen calls, manage calendars, file systems, and coordinate internal and external meetings.

The role requires 2–4 years of related experience and strong MS Office skills. Responsibilities include handling memos, budgeting support, travel arrangements, and cross-functional liaison with IT, HR, and facilities.

Qualifications

• 2–4 years’ related experience.
• Knowledge of business concepts, practices and procedures.
• Able to employ basic reasoning skills.
• Familiar with standard office software and workflows.

Responsibilities

• Executes secretarial and administrative assignments of a complex and confidential nature.
• Sets up and maintains official department filing system and records/databases.
• Prepares memos, correspondence, agendas, minutes, and policy explanations.
• Assists in department reporting and form completion.
• Manages budgets, tracks expenses and invoicing.
• Screen calls, open mail, schedule appointments, and maintain calendars.
• Coordinate meetings, arrange travel and complete expense reports.
• Interfaces with management at various levels and external customers.
• Acts as contact for IT, HR, facilities, etc., and supports multiple projects.

Skills

Business vocabulary

Reasoning skills

Organizational operations

MS Office proficiency

Data entry

Education

High School Diploma

Secretarial training

Tools

Word processing

Spreadsheet

Presentation software

Database programs

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:

• 2 – 4 years’ related experience.
• Knowledge of business & technical vocabulary.
• Familiar with standard business concepts, practices & procedures within administrative support.
• Able to employ basic reasoning skills.
• Knowledge of computer software such as word processing, spreadsheet, presentation, database programs.
• Knowledge organizational operations & procedures

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