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Administrative Assistant to Clinical Director

Job Description

Job Title: Administrative Assistant to Clinical Director

SUMMARY OF DUTIES: Provides administrative, secretarial and clerical support to the Clinical Director to maintain an efficient and effective clinical environment.

LOCATION: Homewood (with some travel to other offices)

ESSENTIAL FUNCTIONS:

  • Answer phones and transfer to the appropriate staff member
  • Record and distribute accurate messages
  • Talk to employees and vendors and direct them to the correct person or area
  • Deliver documents from Clinical Director to appropriate people inside UCA
  • Receive, sort and distribute incoming mail
  • Monitor incoming emails and answer, forward or follow-up as required
  • Prepare outgoing mail for distribution
  • Fax, scan and copy documents
  • Maintain filing and storage systems
  • Update and maintain databases such as vendor contact lists for equipment and ordering
  • Retrieve information when requested
  • Update and maintain staff contact lists
  • Co-ordinate and maintain staff records as needed by Clinical Director
  • Type documents, reports and correspondence
  • Organize travel arrangements for staff as needed
  • Coordinate and organize appointments and meetings
  • Assist with event planning and implementation
  • Monitor and maintain medical and office supplies and forms
  • Ensure office equipment is properly maintained and serviced
  • Schedule meetings and order food as needed
  • Perform work related errands as needed
  • Keep office area clean and tidy

Education and Experience: High School Diploma or equivalent

SKILLS/EXPERIENCE:

  • Business college or training preferred
  • Previous medical office experience preferred
  • Advanced computer skills including ALL MS OFFICE SUITE. Use and strong knowledge of OUTLOOK e-mail, group messaging, appointment scheduling and data creation in Excel or other databases
  • Strong Internet skills for researching training or vendors
  • Numeracy and literacy skills are required for research as needed by the clinical director
  • Organization and planning skills are a priority
  • Self-directed and self-motivated
  • Work management and prioritizing skills
  • Verbal and written communication skills
  • Problem solving ability
  • Strong attention to detail
  • Accuracy
  • Flexibility in activity and schedule changes
  • Reliability – attendance is crucial
  • Teamwork

 

PHYSICAL DEMANDS: Work will require hand dexterity for telephone and office machine operation; sitting, standing or walking for long periods of time; lifting up to 25 pounds.v

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