Administrative Assistant

Administrative Assistant

Richmond - Richmond, KY 40475

Overview

Position Type Full Time Category Admin - Clerical

At White House Clinics, we do health care differently. Our multi-disciplinary care teams incorporate the expertise of medical, dental, behavioral health, pharmacy, and care navigation professionals to provide patients with comprehensive care designed to help them achieve their health goals. While our work is fast-paced, our teams enjoy being able to work collaboratively to support patients.

White House Clinics employees enjoy a competitive wage and robust benefit package including:

• Employer Paid Health, Life & Disability Insurance
• 4 Weeks of PTO
• Retirement Plan with up to 4% Employer Match
• 8 Paid Holidays
• And More!

At White House Clinics, we believe in providing our employees with opportunity for both personal and professional growth in a challenging and rewarding work environment. We recognize the contributions that each person makes to the team and value each person's input as we work to deliver outstanding patient care.

Primary Function

The Administrative Assistant will provide administrative support the Chief Executive Officer (CEO) and other senior level leaders as directed by managing schedules and filing, arranging travel, assisting with internal event planning, and by creating a hospitable environment for visitors. The Administrative Assistant will work in accordance with the federal, state, and local regulations.

Principal Duties

Departmental Support

1. Hospitably greet and direct all visitors to Administration. Maintain adequate supply of water, coffee, etc. to offer guests.
2. Answer and screen calls to Administration. Direct calls and/or deliver complete messages as appropriate. Return messages on behalf of the CEO as requested.
3. Manage calendars for the CEO, COO, CMO, and CFO using Microsoft Outlook, coordinating internal meetings and responding to outside meeting requests.
4. Maintain filing and records for the corporate functions of the organization in a method that allows for quick retrieval by others.
5. Responsible for the appearance of all common areas in the Administrative space, including keeping area free of clutter, preparing meeting rooms, and spot cleaning.
6. Distribute all mail and faxes multiple times throughout the day.

Event & Travel Coordination

1. Coordinate event arrangements (location, catering, communication) for monthly provider meetings, quarterly staff meetings, and other committee meetings as requested.
2. Research, evaluate and collate information regarding various aspects of organizational events (outside location, catering, entertainment, etc.) weighing both cost and practicality of options.
3. Arrange executive travel for annual NACHC Policy & Issues Forum, Community Health Center Institute, and other conferences as assigned.
4. Send meeting reminders and requests for information via email to meeting participants and manage the RSVP for assigned meetings.

General

1. Perform other duties or in other departments as assigned.
2. Recognize that the completion of the above listed duties illustrates the employee's role in aforementioned team-based care and accept responsibility for being an active member of the team, including identification of quality improvement opportunities.

Accountability Accountable to the Chief Executive Officer.

Supervision Exercised None.

Typical Working Conditions Work is performed in office environment and involves frequent contact with staff and the public. Position may involve dealing with angry or upset people. Evening and/or weekend work is required. Work may be stressful at times.

Travel Requirements Frequent local travel to pick up items needed for events or meetings. Occasional travel between clinics.

Work Hours 37.5 hours per week, subject to wage and labor laws. Irregular work hours, occasional overtime possible.

Salary $15.04 - $23.68 per hour, based on experience.

All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age or disability. The above information is intended to describe the most important aspects of the job. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required in order to perform the work. The health center reserves the right to revise or change job duties and responsibilities as the business need arises. Additionally, this job description is not intended as an employment contract, implied or otherwise, and the Center continues to maintain its status as an at-will employer.

Qualifications

Job Requirements Minimum Education: Candidates must possess a high school diploma or GED. Preference given to candidates with additional educational training. Minimum Work Experience: Experience in professional office environments preferred, but not required. Candidates must demonstrate work, volunteer, or extra-curricular experiences that prepare them to meet the qualifications listed below. Required License: None.

Successful applicants must demonstrate advanced ability in all Microsoft Office applications. Applicants should be comfortable researching, interpreting, and presenting information as requested by the leadership team. Additionally, the Administrative Assistant must exercise a high degree of initiative, the ability to manage requests from a variety of internal customers, and be able to collaborate with a diverse group of individuals with various degrees of training/education. Successful applicants will also demonstrate flexibility to respond to variances in pace of work or unexpected changes to duties. Candidates must be adept at planning and organization to prioritize activities and meet deadlines and able to communicate effectively both orally and in writing to a varied audience. Discretion and the ability to protect sensitive information is essential.