What are the responsibilities and job description for the Administrative Assistant position at Reproductive Management Services Inc?
Administrative Assistant
Job Description
Department: Office
Reports to: Executive Team
Effective Date: 10/29/2024
FLSA: Non-Exempt
Job Summary:
The Administrative Assistant is responsible for supporting the Executive Team in all facets, including day-to-day administrative tasks and strategic business needs. This role’s duties include coordinating meetings, handling information requests, research and report preparation, aiding in presentations and proposals, and correspondence. A successful candidate will be comfortable with shifting priorities and competing demands.
An Administrative Assistant possesses a customer-service orientation and strong capability in multi-tasking. The ideal candidate will need to be compassionate and respectful, possess a high attention to detail and organizational skills as well as embody our core values of RAISE (respect, adaptability, integrity, service, and empathy).
Duties/Responsibilities:
- Effective coordination and follow-through of all business activities and commitments of the Executive Team, including meeting and travel arrangements, meeting agendas and minutes, email and calendar management.
- Assist with account payables, including scanning receipts daily, identifying discount opportunities, and end of day reconciliation.
- Process incoming mail and distribute to the team.
- Financial responsibilities include daily batches and bank deposits.
- General office management, including organization, inventory management, and cleanliness.
- Special office projects, including preparation of baby bags, employee credential upkeep, planning of employee engagement and special events.
- Assist HR with onboarding and offboarding tasks, including computer and credential set up and removal.
- Assist physicians with personal tasks, including mail, finances, lunch, and other general errands.
- Other duties or special projects, as assigned.
Position Requirements:
- 0-2 years of experience in a medical office in clerical or general reception work.
- A background using Microsoft Office suite, including MS Excel and MS Word.
- An ability to read, write, and speak both English and Spanish preferred.
- High School Diploma or higher.
Physical Requirements:
- Remain in a stationary position for long periods of time.
- Ability to operate a computer and other office equipment.
- Ability to position oneself to file documents and obtain supplies.
- Ability to converse with patients.
- Occasional moving of files or supplies weighing up to 10 pounds.
Advanced Reproductive Specialists/Jacksonville Center for Reproductive Medicine is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided on the basis of qualifications, merit, and business need.
