Admissions Administrative Assistant

Administrative Assistant

Duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit / department.

Responsibilities :

• Answer and direct phone calls

Organize and schedule meetings and appointments

Develop and maintain a filing system

Provide general support to visitors

Research and creates presentations

Handle multiple projects

Prepare and monitor invoices

Help with Nursing Schedule, when needed

Develop administrative staff by providing information, educational opportunities, and   experiential growth opportunities

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

Contribute to team effort by accomplishing related results as needed

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Organize travel arrangements for senior managers

Write letters and emails on behalf of other office staff

Book conference calls, rooms, taxis, couriers, hotels etc.

Cover the reception desk when required

Maintain computer and manual filing systems

Handle sensitive information in a confidential manner

Take accurate minutes of meetings

Coordinate office procedures

Reply to email, telephone, or face to face enquiries

Develop and update administrative systems to make them more efficient

Resolve administrative problems

Receive, sort, and distribute the mail

Answer telephone calls and pass them on

Manage staff appointments

Oversee and supervise the work of junior staff

Maintain up-to-date employee holiday records

Coordinate repairs to office equipment

Greet and assist visitors to the office

Photocopy and print out documents on behalf of other colleagues

Other duties as assigned

Requirements :

Proven admin or assistant experience

Knowledge of office management systems and procedures

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills

At least 7 years of experience in the field or in a related area

High school diploma or equivalent; college degree preferred

Administrative Assistant top skills & proficiencies :

Reporting Skills

Administrative Writing Skills

Microsoft Office Skills

Analysis

Professionalism

Problem Solving

Supply Management

Inventory Control

Verbal Communication

Office Administration Procedures

Typing Skills

Attention to Detail

Accuracy

Multitask

Telephone Skills

Teamwork

Discretion and Judgment

PHYSICAL REQUIREMENTS OF ESSENTIAL JOB FUNCTIONS :

Occasionally works in kneeling position.

Frequently climbs stairs.

Occasionally climbs ladders.

Frequently stands.