Administrative Assistant

Job Overview: Provide high-level administrative support by maintaining office ordering, mail handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

RESPONSIBILITIES:

• Manage and maintain Chief Executive Officer’s (CEO) calendar and schedule.
• Retrieve CEO’s voicemails and pass on any urgency messages via email.
• Compose reports, memos, letters, and other documents on behalf of and at request of CEO using Word, Excel, PowerPoints or other software as indicated based on need.
• File, retrieve and maintain corporate documents, contracts and other confidential documents on assigned network drives.
• Prepare agendas and make arrangement for committee and other meetings.
• Make travel arrangements for CEO and Executive Board members as needed.
• Scheduling CVAM events, programs, and activities as needed. Coordinate outside events for CEO and Executive Team as needed.
• Record and transcribe minutes of committee, partner and management meetings.
• Prepare outgoing mail and correspondence, including email and fax.
• Assign new hire badges and alarm codes as requested by CEO and/or Director of Human Resources.
• Hold master key for all sites, being available for before, during and after hours emergency calls including traveling to the office to handle issues.
• Scan and file confidential HR Documents into employee files.
• Draft Onboarding and Offboarding documents.
• Support Human Resources with orchestrating new hire onboarding as a back up when they are unavailable.
• Run reports for HIPAA/ OSHA/ BLS and other certification requirements.
• Act as Notary for all CVAM related notary needs. CVAM will cover any related costs associated with becoming a notary.
• Handling Petty Cash and making frequent bank runs to get change and maintain front and CEO’s petty cash bins.
• Place all Walmart, Costco, Amazon and Staples orders weekly to maintain all CVAM location supplies and ordering needs. All orders will be approved by CEO.
• Distribute and put away office orders once received.
• Maintain Nestle water accounts by reporting any maintenance issues and changing delivery frequency as necessary.
• Oversee Iron mountain shredding for all CVAM locations. Call Iron Mountain and report any issues or need to increase frequency or add on special shredding orders.
• Mail Sympathy cards once reviewed by Front Office Manager and Physician.
• Mail Patient separation notices once approved by Provider, Front Office Manager and CEO.
• Maintain all Toshiba ink cartridge supplies for all CVAM locations. Mail Toshiba cartridges for recycling for all locations.
• Mail Distribution to appropriate departments, providers and management team for review and record reconciliation.
• Special tasks and/or errands as requested by the CEO.
• Must have excellent communication skills with both internal and external customers.
• Must have the ability to effectively deal with stressful situations in a calm and productive manner, while maintaining the highest degree of customer satisfaction.
• Must sign Confidentiality Agreement and uphold terms at all time to maintain strictest confidentiality.
• Other duties as assigned.

Other Requirements:

• Ability to multi-task effectively.
• Must be able to act calmly and effectively in a busy or stressful situation.
• Ability to communicate effectively in the English language in person, by phone and in writing.
• Requires adherence to all policies and procedures, including but not limited to standards for safety, attendance, punctuality and personal appearance.
• Must be able to establish and maintain effective working relationships with managers and peers.
• Exposure to Bloodborne Pathogens (BBP) and Other Potentially Infectious Materials (OPIM) is rare but possible. Vaccinations and training are offered upon hire.

7. Speaks and writes clearly and informatively in positive or negative situations; listens and gets clarifications; responds well to questions. Balances team and individual responsibilities; exhibits objectivity and openness to others views; gives and welcomes feedback; able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed. Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences actions and opinions of others. Observes safety and security procedures.

KNOWLEDGE, SKILLS and ABILITIES: Prefer previous experience in customer service and/or assistant role. Must be able to remain calm in high stress, emotional or complex situations. Microsoft Office Suite experience. Typing 50 wpm. Clear communication skills.

ORGANIZATIONAL RELATIONSHIPS

Reports to the Chief Executive Officer and works with respective management team and physician coordinator to effectively coordinate CEO’s schedule.

EDUCATION: GED or High School Diploma. Some college preferred.

PHYSICAL REQUIREMENTS:

Hearing: Adequate to perform job duties in person and over the telephone.

Speaking: Must be able to communicate clearly to patients in person and over the telephone.

Vision: Visual acuity adequate to perform job duties, including reading information from printed sources and computer screens.

Other: Requires frequent errands in personal vehicle with mileage capture and reimbursement. Requires use of office dedicated cell phone or personal phone with reimbursement from CVAM. Requires frequent lifting and carrying heavy items weighing over fifteen (15) pounds unassisted. Requires frequent bending, reaching, and repetitive hand movements (specifically keyboarding and writing), standing, walking, squatting and sitting, with some lifting, pushing and pulling exerted regularly throughout a regular work shift. Assisting with patient mobility may be required. This may require you to on occasion wear gloves and/or other Personal Protective Equipment (PPE). Occasional high stress work environment which may require dealing with angry or potentially violent people.

The above is intended to describe the general content and requirements for the performance for this position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

Job Type: Full-time

Pay: From $19.50 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $20