Job Title: Administrative Assistant

Location: All Locations

Reports To: TBD

Job Summary: One GI Administrative assistants handle general office tasks and administrative duties, to include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. An effective AA enables others/ teams to be focused on their goals and prepared for anything that comes their way.

The individual in this position performs complex clerical and administrative work tasks in support of one or more persons serving in an administrative or professional capacity within the practice.

FLSA: Non-Exempt

Supervisory Responsibility: This position has {no} supervisory responsibilities

Key Responsibilities

• 
  Coordinate special projects as applicable

• Coordinate local training and/or onsite specific orientation as applicable

• Coordinate local events as applicable

• Support senior managers and executives with daily clerical tasks

• Plan meetings and take minutes

• Answer phone calls, provide information to callers or connect callers to appropriate people

• Make travel arrangements and reservations

• Create spreadsheets and presentations

• Provide statistical and budget reports

• Ensure conference rooms and other meeting spaces are prepared prior to use

• Create, prepare, and deliver reports to various departments

• Receive and forward communications to different staff and departments

• Act as liaison between the practice and vendors, such as maintenance vendor, or OSHA vendor

• Maintain a high degree of knowledge of the practice services, organization, and objectives

• Gathers, organizes, and tabulates a wide variety of specialized information for a variety of positions.

• Perform clerical duties, such as filing, faxing, answering phone calls, and responding to emails

• In some locations travel is required to other locations/practices

Core Competencies

• Flexible, Detail Oriented, Customer focus, Team working, Initiative, Problem solving, Organized, Self-motivated

General

• Adopt the One GI culture of respect, integrity and accountability that contribute to an internal environment of teamwork and promote a positive brand image to our external customers.

• Incorporate a leadership mindset to your role.

• Comply with One GI procedures, policies, and regulations relevant to your role.

• Successfully completes all One GI training requirements (i.e. OSHA, HIPAA, HealthStream, compliance, etc.)

• Responsible for compliance with all regulatory requirements and/or guidelines. These requirements/guidelines include, but are not limited to: OSHA, HIPAA, Federal Fraud and Abuse laws.

• Computer skills – good working knowledge of MS office

• Ability to communicate effectively with others, both verbally and in writing

• Proven ability to manage time, meet deadlines and prioritize

• Able to maintain standards and professionalism during periods of fluctuating workloads

• Provide professional service to direct customers of One GI in all interactions.

• Build effective working relationships with other team members.

• Manage daily tasks to ensure business needs are consistently met.

Education and Qualifications

• High School Diploma or equivalent is required

• Associate degree in medical office administration preferred

• Prior experience in a medical setting required

• Prior experience supporting different types of teams preferred

• Notary (as needed, depending on who AA is supporting)

• Must be extremely proficient or an expert with the Microsoft Office Suite of Products, required

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to speak and hear.

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stoop as necessary. This position requires the ability to occasionally lift office products and supplies up to 20 pounds.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Accommodations

Reasonable accommodations will be made to enable a qualified individual with a disability to perform the non-essential or essential functions of this job. All accommodations will be investigated on an individual basis with the needs of the department and current staff resources considered. Accommodations will not be made that compromise the safety and health of any associate.