Job Details

Summary:

The Administrative Secretary provides high-level clerical support to an executive, director, or department head-level employee. The role includes various duties, from preparing reports to conducting research and collecting data, expressly but not limited to managing healthcare clients.

Supervisory Responsibilities:

• May train, supervise, and provide feedback on tasks performed by lower-level clerical staff.

General Duties/Responsibilities:

• Provides high-level administrative support to an assigned executive or director-level employee.
• Collects requested data and information from various sources; prepares summaries of findings and/or other related written correspondence.
• May conduct research to assist with projects or inquiries.
• Coordinates and schedules travel, meetings, and appointments.
• Prepares agendas and schedules for meetings; takes and distributes minutes.
• Responds to and resolve administrative inquiries and questions.
• Welcomes and directs visitors and clients.
• Answers and transfers phone calls, screening when necessary.
• Performs general clerical and secretarial duties, such as recordkeeping, managing petty cash, maintaining office supplies, and coordinating equipment maintenance.
• Handles packages and correspondence.

Specific Duties/Responsibilities for Healthcare Client Management:

• Liaises with healthcare clients to understand their staffing or consulting needs.
• Assists in the development and maintenance of healthcare compliance policies.
• Manages healthcare client contracts and ensures compliance.
• Monitors healthcare industry trends, regulations, and compliance standards.
• Supports the onboarding of healthcare personnel by collecting relevant documentation.
• Coordinates with healthcare providers to schedule training and evaluations.
• Manages the secure storage and retrieval of sensitive healthcare client data.
• Collaborates for periodic audits, quality checks, and client satisfaction surveys.
• Supports healthcare project initiatives and grant applications.
• Prepares and presents reports on healthcare client metrics.

Required Skills/Abilities:

• Detail-oriented and professional.
• Exceptional communication skills.
• Proficient with Microsoft Office Suite.
• Basic understanding of office equipment and clerical procedures.
• Ability to work independently and flexibly.
• Knowledge of healthcare industry trends and compliance standards is an asset.

Education and Experience:

• Associate's degree required; Bachelor's degree in a related field preferred.
• Three to five years of experience in a related role is required, with some supervisory experience preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.