The Administrative Assistant supports the administrative staff by completing routine tasks that allow them to focus on more advanced responsibilities
Administrative Assistant
· Receive/Transfer all incoming phone calls and route calls to the appropriate team members.
· Send email messages of all calls to create a record of the call.
· Greet visitors and direct them to the appropriate place.
· Managing multiple or complex calendars for meetings and travel.
· Attending Administrative Team meetings to record minutes.
· Maintain the sign-in roster in the lobby.
· Retrieve phone messages from Voicemails and delegate them to the correct personnel.
· Collate and distribute mail.
· Coordinate the availability of Conference rooms for Meetings/Training.
· Input data from the PPUC Clinics that offer Occupational Medicine resources.
· Prepare and email Daily Clinic Volume Reports to the Administrative Team.
· Responsible for all incoming faxes and correspondence.
· Receiving all delivered packages, identifying who the packages are for, and ensuring they are notified of the delivery.
· Update phone list.
· Inventory and order all office supplies for the Administrative and Training Teams.
· Purge/shred outdated files.
· Other duties as assigned.
· High School Diploma or GED. Associate or bachelor’s degree preferred.
· At least two years of administrative experience.
· Proficient in Microsoft Office Suite.
· Effective and professional communication abilities, including communicating with all levels of team members, Providers, vendors, and guests.
· Great time management, organizational and prioritization abilities.
· Attention to detail and efficient problem-solving skills.
