Non-Clinical - Admin Assistant

Administrative Assistant I

The Administrative Assistant I provides administrative support services for one or more individuals, a department, or a division. This individual typically reports to a manager, director, or division head. Duties include serving as an intermediary between the supervisor and other departmental staff by transmitting written and oral requests, messages, and instructions. The role involves assisting with budget preparation and monitoring records of expenses for variance reporting. The position requires planning and logistical coordination of meetings and office activities, forums, and conferences. Responsibilities may include reviewing and revising brochures, announcements, or other informational items regarding departmental operations. The Administrative Assistant drafts, edits, and formats materials such as flyers, leaflets, and letters. Preparation of minutes of meetings, agendas, correspondence, statistical reports, tables, and other documents is also required. Transcription of dictation may be needed. The role involves preparing and following up on purchase orders, change orders, check requests, and petty cash vouchers. Processing and following up on tuition and other forms of reimbursement for assigned staff is also part of the job. Making travel arrangements and accommodations is required. The Administrative Assistant prepares travel reimbursements and expense reports. Screening and prioritizing all incoming mail for needed action and follow-up is essential. The position requires responding to mail where appropriate or distributing mail requiring attention to the appropriate individuals. Screening telephone calls, answering routine inquiries, or referring callers to the appropriate individuals is expected. The Administrative Assistant may screen and schedule patient appointments, referrals for testing or doctor's visits, and maintain records of patient billing for submission. Maintaining employee and/or patient files is part of the role. Assistance in processing payroll and/or maintaining the PTO system for the department may be required. The position includes tracking expiration dates of professional licensure and notifying staff to prevent suspension. Additional related duties may be assigned as needed.