Office Administrative Assistant

Olympic Sports & Spine is looking for a full-time Administrative Assistant for our business office in Tacoma, WA, who has experience in office procedures and likes working in a fast paced medical business office. OSS is committed to providing quality customer service and care to our patients and being a great employer to our employees. If you want a job with no weekends required this is the job for you. Schedule needed is Monday through Friday from 8am to 5pm.

SUMMARY OF DUTIES: The administrative assistant provides administrative and secretarial support of day-to-day business office operations. In addition to answering phone calls, typing, scanning, filing and scheduling, performs duties such as, assisting with coordination of meetings and conferences, obtaining/ordering of office supplies, perform daily or weekly courier runs to offices as needed, assists with coordination business office mailings, and working on special projects. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

JOB RESPONSIBILITIES:

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

Reception

• Answers central telephone system and directs the calls to the appropriate extension/department. Takes and retrieves messages for various personnel as needed.
• Greets and directs all business office visitors and notifies appropriate personnel/department of visitor's arrivals.

General Business Office Support

• Receives, sorts and forwards incoming mail and faxes. Maintains and routes publications. Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)Forwards mail and deliveries as needed in a timely manner via interoffice mail/regular mail services.
• Reviews and forwards e-mails received via information@osstherapy.com.Coordinates responses to inquiries with COO.
• Updates OSS TV content as requested.
• Responsible for maintaining the general house cleaning of common areas of Business Office (kitchen area, visitor reception area, conference room and restrooms).
• Provides general administrative support to all Business Office departments to include preparing correspondence, forms and reports; composing regular correspondence; scanning of documents; and filing electronic and hard copy documents.
• Updates Javelin (intranet) as needed.
• Receives and updates new provider information in RT & the Marketing Database.
• Responsible for ordering, receiving, stocking and distribution of business office and kitchen supplies.
• Manages the OSS bucks program, including communication with staff and record keeping/tracking.
• Manages the EPIC II and EPIC III queue, redirecting referrals to appropriate clinics in a timely manner.
• Processes Leave Requests in a timely manner.
• Processes CE Requests in a timely manner.
• Assists the CEO and COO in coordinating and arranging the timely delivery of floral arrangements to employees during personal milestones and challenging circumstances.
• Manages PT Float schedules.
• Manages No-Lo's in a timely manner.
• Manages CE log's for therapists.
• Completes the PPA audit weekly.
• Creates CE course registration pages and coordinates with course instructors for room set up/course prep.
• Assumes other duties as assigned.

Human Resources Support

• Assembles all orientation packets for new hires.
• Manages aide applications including initial screening calls.
• Scan employee documents into Paycom.
• Follow Up with therapists regarding expired licensures and certifications.

Collateral Production

• Assists COO with the production of promotional items to support the company's physician, community and internal marketing and sales efforts and recruitment plans.
• Manages all aspects of printing orders, including marketing & internal materials and internal signs. Assesses organizational needs, obtaining proposals/pricing, and placing orders. Ensures quality of printed projects.
• Assembles and mails all First-Timer and New Provider Packets.
• Assist with the organization and storage of the company's publications and materials.

Meeting Coordination

• Manages internal, large-group meetings. (ex. Managers meetings, PSR meetings, MT Team Meetings, etc.) Duties include calendar coordination, creating/assembling meeting materials, scheduling meeting rooms/venues, arranging catering, facilitating communication by various means with attendees and related parties, etc.

Events & Promotions

• Maintains updated Master Event Calendar on the Javelin.
• Manages Outlook calendar for company meetings.
• Assist with the organization and execution of internal events.
• Assist with the organization and execution of external marketing/promotional events that promote OSS.
• Assist with the organization and execution of OSS's community-based events.

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