Administrative Assistant

Advocare, LLC is a partnership of the top doctors in New Jersey and Pennsylvania, including pediatricians, family practice and specialist. As part of the team, you’ll work side-by-side with forward-thinking professionals who strive to provide the highest quality medical care by meeting and exceeding standards for clinical outcomes while delivering exceptional patient service in an evolving healthcare environment.

JOB DESCRIPTION

Summary/Objective: The Administrative Assistant will work closely with the CIO and other Information Technology (IT) leadership to facilitate the efficient operation of the assigned department by performing a variety of administrative tasks. The ideal candidate is self-motivated, professional and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. 

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Completes a broad variety of administrative tasks including but not limited to managing very active calendars of appointments; composing and preparing correspondence that is sometimes highly confidential; arranging complex and detailed meetings, agendas; compiling documents for related meetings
• May communicate directly on behalf of C-level executives
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the initiatives of the company1. Invoices
• Coordinate and create material for the IT Newsletter
• Assist with creating PowerPoint Presentations
• Manage HR forms
• Coordinate Escalation/Complaint Tracking
• Upkeep purchasing section of the IT Service Portal
• Schedule meetings as requested
• Order lunch for special meetings
• Send IT committee minutes to Executive Assistant
• Assist COI with Executive Meeting content (EC, BOM, IT Committee)
• Coordinate IT staff members attending eCW conferences
  
  

Required Competencies (Knowledge, Skills and Abilities):

The requirements listed below are representative of the knowledge, skills and abilities required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Expert level written and verbal communication skills
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders
• Demonstrates proactive approaches to problem solving with strong decision-making capability
• Highly resourceful independent contributor and team-player
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrates the highest level of customer/client service and response
• Demonstrates ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Anticipates needs or required actions and who actively seeks opportunities and proposes solutions
• Provides a bridge for smooth communication between the Corporate Office and all stakeholders: internal corporate departments; physicians; care center clinical and administrative staff demonstrating leadership to maintain credibility.

Required Education and Experience:

• Associates degree or equivalent combination of education and experience required
• Minimum of 5 years of experience supporting senior executives; healthcare and/or IT experience is preferred
• Outstanding proficiency in Microsoft Office software suite (Outlook, Word, Excel and Power Point), Visio, Adobe Acrobat and Microsoft Project Management or similar software

Supervisory Responsibility:

This position has no supervisory responsibilities.

Language Ability:

Ability to read and interpret documents such as mail, correspondence, safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write reports and correspondence when requested. Ability to speak effectively and clearly.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

To perform this job successfully, an individual should have an expert knowledge of Microsoft Office

Work Environment:

This job is primarily remote. However, that can change at any time, and there will be times that this position will be expected to be in the Home Office. The employee is responsible to provide an appropriate work environment that is free from distractions and appropriate for a professional role. All necessary IT equipment will be provided.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to an office environment with ringing phones, printing equipment, and people moving around. This role uses standard office equipment.

The noise level in the work environment is usually low to moderate.

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 talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee may be asked to pick up or move objects of up to 25 pounds.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m, though we have some flexibility there.

Travel:

No travel is expected for this position, however there may be need to visit the Home Office or a Care Center location as needed.