JOB SUMMARY

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The Admin Assistant helps team members, large teams or department directors. Collects, reviews and examines data and prepares reports, charts, budgets, and other presentation materials. Responds to or routes routine inquiries from external or internal sources with own correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. May be accountable for creating reports and distributing on a regular schedule.

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ESSENTIAL FUNCTIONS OF THE ROLE

\n\nAccurately and rapidly prepares a variety of routine communications, reports, forms and correspondence. Coordinates production (formatting, copying, etc.) and dissemination of materials, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.\nManages vendor invoices to ensure that the client and vendor billing is accurate and handled in a timely manner.\nSchedules, organizes, and operates conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. Takes meeting minutes and disseminates to appropriate parties.\nAnswers and screens phone calls for the office or department; routes calls as appropriate within established customer service guidelines; accurately records messages and delivers to the appropriate party in a timely manner. Establishes and takes appropriate action as required.\nGreets visitors, guests and/or employees promptly and courteously; ascertains their needs and provides assistance in accordance with established policies and procedures or, if unable or unqualified to assist, promptly refers to the appropriate party or department.\nPlans and schedules calendar(s) based on consultation, resolve calendaring conflicts, and arranges travel in compliance with Organization policies.\nMonitors supply levels and orders accordingly; receives, stores and distributes supplies. Performs service and maintenance activities related to minor equipment (i.e., changing ribbons, toners, calling repairmen, etc.).\nCreates and diligently maintains a variety of confidential files in accordance with established policies and procedures.\n\n

KEY SUCCESS FACTORS

\n\nKnowledge of office procedures.\nAble to provide consistently excellent customer service with lenity, patience and confidence.\nAble to maintain the confidentiality of delicate and confidential information obtained through the course of completing assignments.\nSocial skills to interact with a wide-range of constituencies.\nSkilled in document management, including sorting and filing techniques, and records retention to maintain accurate records.\nAble to communicate thoughts clearly; both verbally and in writing.\nMust be able to read, write and follow instructions and flow chart protocols.\nAble to maintain a calm and helpful attitude, even under times of stress, and take appropriate and reasonable steps to resolve issues.\nAble to work carefully, with a high attention to detail.\nAdvanced computer skills, including but not limited to: typing, information security, electronic medical documentation, hand held scanning and email.\nProficient with MS Office suite including Word, Excel, PowerPoint.\n\n

BENEFITS

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Our competitive benefits package includes the following

\n\nImmediate eligibility for health and welfare benefits\n401(k) savings plan with dollar-for-dollar match up to 5%\nTuition Reimbursement\nPTO accrual beginning Day 1\n\n

Note: Benefits may vary based upon position type and/or level

QUALIFICATIONS

\n\nEDUCATION - H.S. Diploma/GED Equivalent\nEXPERIENCE - 2 Years of Experience\n