Administrative Assistant

Job Title Job Summary: Under the direction of the Director/Manager, performs administrative, secretarial, and clerical functions for one or more managerial/research staff. Must be able to meet deadlines, work on several projects at once, and understand all of the concepts involved in the work performed. Essential Functions: Supports the operations of the department and associated call center services. Provides excellent customer service to patients, families, providers, and staff in the course of daily functions. Performs secretarial and clerical duties in support of staff. Opens and date stamps all mail daily. Routes incoming mail within one hour after opening to the appropriate staff member. Transcribes and types written and dictated reports and professional correspondence for administration as required with less than a 5% error 90% of the time. Develops written correspondence according to instructional guidelines or departmental and hospital policies within requested timeliness 90% of the time. Distributes written correspondence and other materials immediately upon completion to the appropriate staff. Maintains filing and retrieval systems for documents, resources, and correspondence. Files all office correspondence and documents within 3 days 90% of the time. Screens inquiries about the department by phone, mail, or in person; use judgment to respond to inquiries or to refer as appropriate. Records accurately all telephone messages, detailing the caller's name, company, phone number, and reason for call. Places phone messages immediately in the appropriate designated phone slot or place message on the employee's desk. Prioritizes tasks and initiates management with minimal supervision. Monitors inventory of office and other supplies and re-orders when necessary. Assists in function of timekeeping and is responsible for distribution of paychecks. Prepares finance requests within 3 days 90% of the time and follows up as needed. Inputs and outputs information using the following software: Word, Excel, Access, IDX, Outlook, Lawson, Internet. Copies and collates documents as requested by staff or administrator staff. Performs back up of computer files on a regular basis to ensure integrity of records maintained. Performs other duties as assigned to promote overall effective coordination of department. Skills: Required Skills & Experience: Ability to communicate and interact appropriately with patients, families, and staff with respect to age, disability, and cultural preferences. Able to accurately and efficiently express or exchange ideas/information by means of written and spoken word. Ability to provide excellent customer service to both external and internal customers, demonstrates a high degree of personal organization, meets applicable deadlines, and balances work across multiple work projects. Requires excellent interpersonal skills, the ability to operate efficiently in a high paced environment, the ability to support collaborative efforts, and the ability to quickly grasp and learn new concepts and procedures. Excellent computer skills including word processing (Microsoft Word), spreadsheet (Excel). Excellent organizational skills and the ability to meet deadlines; ability to prioritize tasks according to program needs. Experience working in customer service in a technical, hospital, or other healthcare field. Previous computer experience and/or training. Preferred Skills & Experience: PowerPoint and Access experience. Education: Required Education: High school diploma or GED. Preferred Education: N/A Required Certifications & Licensure: N/A Preferred Certifications & Licensure: N/A EEO: Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.