Administrative Assistant

Administrative Assistant, Strategic Operations

Valley Health Partners, Allentown, PA

Job Summary:

Initiates, coordinates, and executes administrative & clerical support for members of the leadership team of Valley Health Partners Community Health Center (VHP). In performing these duties, must utilize good judgment in planning work and acting within the limits of standard practice. Completes all work with a high degree of accuracy. Must be flexible to meet priorities and handle multiple projects simultaneously. Must display dedication, enthusiasm, commitment, and confidentiality.

Qualifications:

Education:

• High School Diploma/GED or equivalent.
• Associate’s Degree in Business or Healthcare Administration or a related field, preferred

Experience:

• One to three years’ experience in a related role.
• More than three years' experience in the healthcare field

Skills needed:

• Excellent PC skills, including Microsoft Office (Excel, Word, Power Point) processing skills, excellent analytical, spelling and grammar skills, with attention to detail and accuracy, required.
• Possess excellent communication and organizational skills.
• Maintains calendars and meetings.
• Ability to work interdependently and independently as part of a team with minimal supervision.
• Outstanding financial accounting and record keeping skills required.
• Must consistently display professionalism and excellent customer service skills by providing cooperative and courteous service to all customers, patients, families, visitors, physicians, and colleagues

Essential Functions:

Actively supports VHP’s values and exhibits excellent customer relations in anticipating customer needs in all interactions.

• Demonstrates the culture and values of VHP throughout all interactions with internal and external customers.
• Uses effective problem-solving skills in anticipating and meeting customers’ needs.
• Functions as a participatory team member.

Performs administrative duties for the members of the Leadership Team of VHPCHC and others as designated.

• Anticipates the needs of the Leadership Team in all instances and takes the initiative to independently prepare/collect all necessary documents.
• Opens, sorts, and routes mail as appropriate.
• Drafts and distributes meeting notices, agendas, and minutes with supporting material with minimal supervision.
• Screens incoming telephone calls for the Leadership Team, determines priority of calls, and takes messages as required.
• Coordinates travel arrangements for the Leadership Team as assigned including transportation and lodging. Prepares and submits expense reports.

Maintains calendar for the members of the Leadership Team and others as assigned.

• Schedules meetings and makes appropriate room reservations including necessary equipment and catering.
• Effectively coordinates daily activities to ensure appropriate material is prepared and available to meet personal responsibilities and for supervisors’ presentations and meetings.

Assists in gathering data and information and maintaining departmental files, records and projects.

• Consistently attentive to paper and electronic recordkeeping inherent to position.
• Maintains complete files of projects under direction the Executive Director & Leadership Team. Maintains tickler file of projects, timetables, incoming, and outgoing correspondence.
• Files material in a timely and organized fashion so material can be easily retrieved when needed.
• Collects and analyzes data accurately.
• Performs and research documentation preparation and production of reports.
• Ensures format is consistent with organizational standards.

Composes, types and distributes a wide variety of correspondence.

• All correspondence is neat, letter perfect and conforms to VHPCHC format.
• All assignments are completed within requested time frame and with no supervision.
• Prioritizes work according to requirements established by the Executive Director.

Makes recommendations for changes and/or improvements in office systems, working conditions, equipment and supplies.

• Accurately inventories, orders and monitors office supplies, administrative reference and resource materials in the most appropriate clinic/department.

Manages VHPCHC credit card security, processes, and reconciliation.

• Performs monthly credit card reconciliation.

Supports administrative needs by doing special projects and assisting with various tasks pertaining to Administration, Clinical Services, Finance, Human Resources, and serves as a back-up to the Executive Assistant.

• Serves as a back-up if Executive Assistant is unavailable and adequate training is provided.

Performs other related duties as assigned by the Leadership Team.

• Performs other duties as assigned.

Benefits:

• Choice of medical, dental, and vision plans with great coverage at VERY affordable rates. Employee-only coverage is FREE!
• 403b Retirement Plan with generous company match
• Paid Time Off for holidays, vacation, sick & personal days
• Employee Assistance Program
• Tuition Reimbursement