Administrative Assistant

Essential Functions

• Staff Scheduling
  • Create and manage staff schedules for mobile unit routes
  • Identify, communicate and resolve staffing issues in a timely manner
  • Communicate proactively with field staff, address concerns, and confirm coverage
  • Provide schedules to outside entities as required
• Travel Arrangements
  • Make travel arrangements for all staff within provided guidelines
    • Note: Administrative Assistants are not responsible for short-notice (for travel requested & to be conducted between the end of the current business day and start of the next business day) travel requests or changes made outside of business hours.
  • Seek approval from Corporate Directors for requests outside of guidelines
  • Negotiate rates as appropriate
  • Maintain travel log
  Administrative Support
  • Reception: answer phones, greet visitors
  • Clerical: distribute incoming mail and packages, prepare outgoing mail and packages, order postage, faxing, filing
• • Supplies: inventory, stock, and order supplies for Corporate office and mobile units
  • Corporate office maintenance: address issues with phone system and internet, set up/change/delete voicemail, maintain, service, and stock supplies for office equipment, clean, stock, and maintain kitchen
  • Vendor relationships: building work orders and communications, Landauer, Comcast, phone services, office equipment, fish tank, hub cleaning services, name tags and shirts for field staff
  • Special event planning: birthday recognition, holiday gifts, special Corporate or Field events
  • Coordinates responsibilities with Corporate staff to ensure coverage
  • Provide backup or assistance to Physician Services team as requested
  • Ongoing/as needed projects: update contact lists, radiation dosimetry updates, parking binders for drivers, In-Service handbook preparation and distribution, marketing material distribution
  • Manage the day-to-day relationship with IT provider facilitating employee issues, ordering hardware and licenses, setting up visits, monitoring timeliness of completion Manage the day-to-day relationship with IT provider facilitating employee issues, ordering hardware and licenses, setting up visits, monitoring timeliness of completion
  • Maintain Verizon and AT&T accounts; monthly coding of invoices
  • Special projects

Requirements

Qualifications and Requirements:

• Minimum one (1) year related experience, preferably in a healthcare setting
• High school diploma or GED, some college preferred
• Knowledge of basic medical terminology, HIPAA a plus
• Ability to write clear, concise, narrative and statistical reports
• Effective verbal and written communication skills
• Detail oriented and resourceful with strong problem-solving skills
• Computer literate in Microsoft Outlook, Excel, Word and PowerPoint
• Ability to work well with others in a professional manner in a team oriented environment

Benefits

• Retirement Plan (401k, IRA)
• Health Care Plan (Medical, Dental & Vision)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Short Term & Long Term Disability
• Training & Development