What are the responsibilities and job description for the Administrative Assistant position at Cost Management Incentives, Inc.?
Title:Administrative AssistantDepartment:Clinical OperationsSupervisor:Vice President, Clinical OperationsPOSITION OVERVIEW/SUMMARY:Provides administrative support for multiple individual(s) and/or department(s). KEY RESPONSIBILITIES:
- Perform general administrative duties including, but not limited to making travel arrangement; processing expense reports; processing invoices and tracking expenses.
- Be knowledgeable of and adhere to corporate travel and expense policies when assisting with travel arrangements and expense reporting.
- Keep and update a calendar for assigned individuals/departments and integrate with other organizational calendars to schedule key events.
- Serve as a main point of contact for external agencies in scheduling ad hoc or recurring meetings with assigned individuals/departments.
- Assist assigned individuals/departments in managing group cost center budgets, including monthly budget reconciliation with external vendors and internal Finance and Accounts Payable teams. Budget responsibilities also includes managing the Purchase Order (PO) process (opening POs and providing PO #s to vendors), tracking spend against allocated budget, vendor invoice submission, and monitor status of payments.
- Manage and coordinate the process for obtaining signatures on important documents and contracts (e.g., CDAs, MSAs, SOWs, etc.)
- Coordinate the planning of visitors to the building. Schedule meeting room (or workspace) to use, assist with registering with lobby security, and escort from lobby to meeting room/workspace. Assist with any other visitor's needs.
- Schedules, plans, and coordinates a variety of meetings and events, such as staff meetings (including recording of action items) and a variety of recurring events with other internal and/or external groups, including catering needs, supplies and handout material, if appropriate
- Attends meetings as appropriate and gather meeting minutes, following up on action items where appropriate.
- File and retrieve organizational documents, records, and reports in appropriate electronic shared folders or SharePoint systems.
- Proactively identifies processes and systems to increase the efficiency and reduce costs to the organization if appropriate.
- Create, update, and facilitate complex and busy travel itineraries of multiple individuals.
- Assist in the preparation of reports, presentations and other documents specifically including ability to create, edit and format slides in PowerPoint.
- Manage multiple Outlook calendars with expertise (staff and departments).
- Create, maintain, and enter information into databases.
- Assist other administrative staff in scheduling and supporting meetings outside the specific department or area assigned to support.
- Support functional / corporate project-based work Perform other departmental duties as assigned.
- Reports to VP, Clinical Operations
- No supervisory duties
- Works closely with other administrative staff to coordinate functional, cross-functional, and external activities
- Minimum high school diploma or certification required. Associate's or bachelor's degree a plus
- Minimum of 5 years administrative experience, including experience in a healthcare company/environment
- Knowledge of principles and practices of organization, planning, records management and general administration
- Ability to prioritize work assignments
- Competency in Windows, MS Office (Word, Excel, PowerPoint) and other relevant computer software
- Strong communication skills, verbal and written
- Excellent organizational and time management skills
- Exceptional attention to detail
- Ability to work independently with limited guidance and direction
- Good analytical and problem-solving skills
- Ability to sit or stand for long periods of time
- Manual dexterity required to operate office equipment, i.e. computers, phones, copy machine/printer
- Carry, handle and reach for objects
- Lift and pull up to 15 pounds
