Administrative Assistant Job – Phoenix, AZ

          Pay Class: Full-Time

          Pay Type: Hourly

 

POSITION SUMMARY

The Administrative Assistant  provides clerical and administrative services and assistance at our Corporate Support Center. The role is responsible for supporting leaders within the organization, partnering with projects, and scheduling and maintaining all areas of the corporate office, including partnering with building management on various office priorities and deliverables.  

 

ESSENTIAL FUNCTIONS

• Word processes correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed. This includes, but is not limited to, taking and transcribing dictation involving general business and healthcare vocabulary and a limited range of specialized terminology.

• Prepares, collates, and distributes various reports in a timely and accurate manner. This includes completing or handling recurring department projects or one-time projects, as directed by supervisor.

• Screens telephone calls and visitors and directs to appropriate parties. Provides information to callers, requiring detailed knowledge of the department’s area of responsibility and general knowledge of company policies, practices, and operations.

• Performs confidential administrative functions on occasion where errors could have moderate effect on costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies and taking, transcribing, and distributing minutes of important meetings.

 

• Coordinates supervisor’s and/or department’s calendar, including scheduling meetings and appointments, following established instructions from direct manager. Coordinate meetings, registration and preparation of materials, AVA setup, and other classroom preparation per assigned leader or direct manager. Develops meeting fliers and material and prepare summary data of attendance, etc. Reconciles related invoices and expenses at the discretion of direct leader. Arranges travel and hotel accommodation, as necessary.

• Facilitates the Corporate Office mail process by opening and screening mail. Composes responses to routine inquiries and ascertains which items can be delegated to subordinate managers, and forwards appropriate items to manager.

• Provides clerical and administrative support to assigned leaders’ departmental staff, maintaining a high degree of confidentiality on all sensitive information this position is privy to. Other support may be required at the direct manager's discretion.

• Maintains supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies. 

• Arrange and coordinate with Property Management on building work orders that need to be submitted, ordering parking validation stickers, arranging pallet deliveries, etc. 

• Assigned Office Security Officer role and develops and maintains Office Security and Fire Safety plans and protocols to ensure compliance and safety measures for the Corporate Office in partnership with the property manager.

• Other duties as assigned.

 

Performs all functions according to established policies, procedures, and applicable professional standards. Provides all customers with an excellent service experience by consistently demonstrating our core values and behaviors each and every day.   Executes all duties of the front desk at our Atlas Support Center & administratively provides support to some key leaders in the organization as determined by the Manager of Executive Support

 

SUPERVISORY RESPONSIBILITIES

None

 

SCOPE AND COMPLEXITY

This position requires occasional discretion and judgment. The role works independently with moderate supervision and has frequent interaction with, but not limited to, employees, physicians, patients, visitors, community agencies, vendors, etc.

 

PHYSICAL DEMANDS/ENVIRONMENT FACTORS

OE - Typical Office Environment: (Accountant, Administrative Assistant, Consultant, Program Manager) 

• Requires extensive sitting with periodic standing and walking.
• May be required to lift up to 20 pounds. 
• Requires significant use of personal computer, phone, and general office equipment.
• Needs adequate visual acuity, ability to grasp and handle objects.
• Needs ability to communicate effectively through reading, writing, and speaking in person or on telephone.
• May require off-site travel

 

MINIMUM QUALIFICATIONS

High school diploma/GED or equivalent working knowledge. Working knowledge of clerical and administrative services as normally demonstrated through three years administrative experience supporting mid-level leaders (Director-level & above)

 

Proficient in Microsoft Office 365 applications (Outlook, Teams, Word, Excel, and PowerPoint)

Must have the ability to follow oral and written directions as they relate to the functions listed above. Must have excellent oral, written, and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as provide assistance with incoming telephone calls and walk-ins. Must have a working knowledge of personal software packages to perform the above clerical and administrative functions. Must have the ability to organize, prioritize, and multi-task workload in a fast-paced environment and maintain a professional manner.

PREFERRED QUALIFICATIONS
Associate’s Degree

          Additional related education and/or experience preferred.