What are the responsibilities and job description for the Administrative Assistant position at Versant Health?
Position is located onsite in Newtown Square, PA Monday - Friday, typical office hours.
Department:
Lab
Revision Date:
03/18/2025
FLSA Status:
Non-Exempt
EEO-1:
5-Administrative Support Worker
New Job
Current Job Revisions
Administrative Assistant
Scope And Purpose Of Position:
The Administrative Assistant provides administrative and clerical support including answering phones, data input, supply ordering, preparing reports, and managing office-related tasks. The Administrative Assistant must exercise excellent judgment and communication skills. This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills.
Essential Functions:
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The associate is required to stand, walk, and occasionally lift heavy items. The noise level in this location is moderate (use of computers, printers and machines). Ability to work onsite, Monday-Friday, during typical office hours.
HIPAA & Security Requirements
All Associates must comply with the Health Insurance Portability Accountability Act of 1996 (HIPAA) as it pertains to disclosures of protected health information (PHI) as described in the Notice of Privacy Practices and HIPAA Privacy Policies and Procedures. As a component of job roles and responsibilities, Associates may have access to covered information, cardholder data or other confidential customer information which must be protected at all times. As a result, Associates must explicitly adhere to all data security guidelines established within the Company’s Privacy & Security Training Program.
We provide equal employment opportunities (EEO) to all associates and applicants for employment without regard to race, color, religious beliefs, sex, gender identity, sexual orientation, age, marital status, national origin, ancestry, physical or mental disability or history of disability, geneticinformation, status as a protected veteran or disabled veteran, or any other status protected by Federal, state or local law.
Job description must be reviewed and approved by a Senior HR Leader.
SEE how you can make a difference! Be part of an innovative company that cares about its associates and helps members enjoy the wonders of sight through healthy eyes and vision.
Versant Health provides vision care to 37 million members nationwide! To ensure your continued success we provide opportunities for advancement and development. Our associates remain engaged through a comprehensive compensation and benefits package which includes health and dental insurance, tuition reimbursements, 401(k) with company match, pet insurance and FREE vision insurance for you and your family.
Scope and Purpose of Position
Provide administrative and clerical support for the Newtown Square facility.
Essential Functions
All Associates must comply with the Health Insurance Portability Accountability Act of 1996 (HIPAA) as it pertains to disclosures of protected health information (PHI) as described in the Notice of Privacy Practices and HIPAA Privacy Policies and Procedures. As a component of job roles and responsibilities, Associates may have access to covered information, cardholder data or other confidential customer information which must be protected at all times. As a result, Associates must explicitly adhere to all data security guidelines established within the Company’s Privacy & Security Training Program.
We take pride in our recruiting process and follow a merit-based employee recruitment practice with extensive screening steps. We will never request money from candidates who seek employment with us and will never ask for any payment as part of the recruitment process.
We provide equal employment opportunities (EEO) to all associates and applicants for employment without regard to race, color, religious beliefs, age, sex (including pregnancy), sexual orientation, gender identity or expression (including transgender status), national origin, ancestry, status as a protected veteran or disabled veteran, physical or mental disability or history of disability, genetic information, marital status, or any and all other categories protected by under applicable Federal, state or local law.
This policy extends to all associates and to all aspects of the employment relationship. Any associate who violates this policy will be subject to disciplinary action up to and including termination.
Department:
Lab
Revision Date:
03/18/2025
FLSA Status:
Non-Exempt
EEO-1:
5-Administrative Support Worker
New Job
Current Job Revisions
Administrative Assistant
Scope And Purpose Of Position:
The Administrative Assistant provides administrative and clerical support including answering phones, data input, supply ordering, preparing reports, and managing office-related tasks. The Administrative Assistant must exercise excellent judgment and communication skills. This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills.
Essential Functions:
- Prepare process compliance reports and audits for management review.
- Assist and direct associates, visitors and incoming phone calls in a professional manner.
- Maintain records/logs (i.e. front door access activity log, records of front door visitors
- Place annual scrubs order for Lab associates; help distribute annual scrubs order to staff.
- Oversee locker list and locker key inventory. Assign available locker to new hires.
- Assist with badging system and badges. Maintain monthly badging report.
- Maintain and file training logs for Lab staff.
- Create monthly anniversary and birthday list for staff, display on bulletin boards and on monitors.
- Prepare and maintain the temporary transfer and temp help logs.
- Maintain the EHS observation log and assist with ISO requirements.
- Prepare statistical reports, various management reports to document performance.
- Initiate purchases of operating and janitorial supplies
- Monitor usage of, and place orders to replace, supplies (i.e. janitorial, coffee, first-aid, and office supplies to include fax and copier supplies), while working within budget restraints.
- Assist Lab Management with special event planning and coordinating, including ordering food/supplies and helping at onsite events.
- Practice and comply with all requirements of our Quality Management System (QMS), prescribed safety and hazardous materials handling procedures, and Federal/State laws regulating hazardous and non-hazardous waste disposal.
- Assist in making travel arrangements.
- Maintain meeting notes as needed.
- Assist the VP of Manufacturing and Supply Chain in preparing communication pieces as needed.
- Prepare Lab and Supply Chain communications to the organization on a monthly basis.
- Other duties as needed.
- High School Diploma or GED required
- At least two (2) years of related work experience
- Proficient in Microsoft Word and Excel
- Excellent organizational, and customer service skills
- Excellent written and verbal communication skills.
- Must be detail oriented.
- Must be able to multi-task
- Ability to maintain confidentiality
- Must be proactive and willing to learn
- Attention to detail
- Communication
- Decision making
- Prioritization/organization
- Problem solving/analysis
- Teamwork, team player
- Time management
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The associate is required to stand, walk, and occasionally lift heavy items. The noise level in this location is moderate (use of computers, printers and machines). Ability to work onsite, Monday-Friday, during typical office hours.
HIPAA & Security Requirements
All Associates must comply with the Health Insurance Portability Accountability Act of 1996 (HIPAA) as it pertains to disclosures of protected health information (PHI) as described in the Notice of Privacy Practices and HIPAA Privacy Policies and Procedures. As a component of job roles and responsibilities, Associates may have access to covered information, cardholder data or other confidential customer information which must be protected at all times. As a result, Associates must explicitly adhere to all data security guidelines established within the Company’s Privacy & Security Training Program.
We provide equal employment opportunities (EEO) to all associates and applicants for employment without regard to race, color, religious beliefs, sex, gender identity, sexual orientation, age, marital status, national origin, ancestry, physical or mental disability or history of disability, geneticinformation, status as a protected veteran or disabled veteran, or any other status protected by Federal, state or local law.
Job description must be reviewed and approved by a Senior HR Leader.
SEE how you can make a difference! Be part of an innovative company that cares about its associates and helps members enjoy the wonders of sight through healthy eyes and vision.
Versant Health provides vision care to 37 million members nationwide! To ensure your continued success we provide opportunities for advancement and development. Our associates remain engaged through a comprehensive compensation and benefits package which includes health and dental insurance, tuition reimbursements, 401(k) with company match, pet insurance and FREE vision insurance for you and your family.
Scope and Purpose of Position
Provide administrative and clerical support for the Newtown Square facility.
Essential Functions
- Payroll functions for the Manufacturing Center including timecard tabulation, summary reports for submission and related weekly and monthly reports, tracking of vacation and personal time by associates, summary reports for management
- Prepare process compliance reports and audits for management review.
- Receptionist and associated clerical duties including assisting and directing associates, visitors and incoming phone calls in a professional manner
- Maintain records/logs (i.e. front door access activity log, records of front door visitors and locker assignments)
- Prepare and maintain the temporary transfer and temp help logs
- Maintain the EHS observation log and assist with ISO requirements
- Prepare statistical reports, various management reports to document performance
- Maintain and update bulletin boards and monitors, ensuring all forms and announcements are current
- Initiate purchases of operating and janitorial supplies
- Oversee and monitor quality of service provided by vending and janitorial vendors
- Monitor usage of, and place orders to replace, supplies
- (i.e. janitorial, coffee, first-aid, and office supplies to include fax and copier supplies), while working within budget restraints
- Must maintain strict confidentiality
- Assist with special event planning and coordinating As required by changing business needs, complete additional responsibilities as assigned.
- Practice and comply with all requirements of our Quality Management System (QMS), prescribed safety and hazardous materials handling procedures, and Federal/State laws regulating hazardous and non-hazardous waste disposal
- High School
- Diploma or GED required
- At least two (2) years of related work experience
- Proficiency with Microsoft Word and Excel
- Excellent organizational, and customer service skills
- Must be detail oriented.
- Must be able to multi-task
- Ability to maintain confidentiality
All Associates must comply with the Health Insurance Portability Accountability Act of 1996 (HIPAA) as it pertains to disclosures of protected health information (PHI) as described in the Notice of Privacy Practices and HIPAA Privacy Policies and Procedures. As a component of job roles and responsibilities, Associates may have access to covered information, cardholder data or other confidential customer information which must be protected at all times. As a result, Associates must explicitly adhere to all data security guidelines established within the Company’s Privacy & Security Training Program.
We take pride in our recruiting process and follow a merit-based employee recruitment practice with extensive screening steps. We will never request money from candidates who seek employment with us and will never ask for any payment as part of the recruitment process.
We provide equal employment opportunities (EEO) to all associates and applicants for employment without regard to race, color, religious beliefs, age, sex (including pregnancy), sexual orientation, gender identity or expression (including transgender status), national origin, ancestry, status as a protected veteran or disabled veteran, physical or mental disability or history of disability, genetic information, marital status, or any and all other categories protected by under applicable Federal, state or local law.
This policy extends to all associates and to all aspects of the employment relationship. Any associate who violates this policy will be subject to disciplinary action up to and including termination.
