Administrative Assistant

Reports to: Chief Operating Officer

Description:

Hybrid Position / The Administrative Assistant assists and performs administrative duties for the Chief Operating Officer, and also provides administrative support to the executive management team and the organization in general, as needed. The Office Manager oversees the general office processes and supervision of administrative staff.

Essential Duties:

Office Manager:

· Organizes and schedules meetings

· Organizes company events and conferences

· Orders and tracks supplies

· Records office budget

· Liaison between suppliers and contractors

· Maintains office procedures

· Ensure safety policies are up to date and visible

· Maintains all software packages

· Assist Human Resources with keeping personnel records up to date, arranges interviews etc

· Orientate and train new administrative staff

· Coordinates building maintenance issues

· Provide administrative support/coverage as needed – such as scheduling, front desk responsibilities, etc

· Liaison to property management company, township, city and inspectors

· Maintains and administers building keys and passwords

· Coordinates and schedules inspections

· Record Incident Reports- Fax Incident Reports

· Manage and operate Medical Records Department (Philadelphia Office)

· Serve as a back up to: Opening, sorting and distributing incoming faxes, emails, postal mail and other correspondence

Administrative Assistant:

· Provide administrative assistance to the Chief Operating Officer

· Maintains comprehensive and accurate corporate records, reports and documents

· Mains minor accounting and bookkeeping duties (petty cash and copayments- Philadelphia Office)

· Organizes meetings and scheduling on behalf of the COO

· Manages the COOs day to day calendar, sends reminders and follow up emails

· Ability to function as a virtual assistant

· Provides general support to other senior directors and psychiatrist when requested and as needed

· Takes minutes, types notes and distributes notes from the director’s meetings

· Internet research for various projects

· Maintains the company administrative binders

· Performs, coordinates and oversees various miscellaneous projects

· Maintains doctor’s credentialing assisting through CAQH

· Performs other duties as requested or assigned

· Other duties as assigned

Qualifications:

HS degree or equivalent

2-3 years of administrative assistance experience

Familiarity with Microsoft Word, Excel, and Adobe

Skills: Supply Management, Tracking budget expenses, Managing processes, Developing standards, Promoting process improvement, inventory control, reporting skills, ability to work effectively with minimal supervision, ability to treat confidential information with appropriate discretion, exceptional attention to detail, proactive approach to problem-solving and strong decision-making skills

Job Type: Full-time

Pay: $40,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: Hybrid remote in Philadelphia, PA 19107

Salary : $40,000