What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at Westchester Medical Center?
Job Summary : Under general direction, the Administrative Assistant performs administrative tasks for Department of Legal Affairs at Westchester Medical Center.
Responsibilities :
- Answer all incoming telephone calls for legal department and routes accordingly.
- Maintain multiple calendars of appointments, ensuring the attorney is apprised of all; appointments and changes, as well as matters requiring immediate attention.
- Perform all secretarial tasks for one or more Attorneys and some managerial staff, including correspondence, scheduling appointments and maintaining files.
- Prepare letters, memoranda, reports and summaries.
- Prepare contracts under the supervision of Legal Coordinator or Manager.
- Create and maintain excel spreadsheets for tracking of contract assignments.
- Maintain document management system to track and catalogue all signed agreements and approved documents for hospital network.
- Act as liaison between vendors and Legal Coordinator or Manager for all contracting matters.
- Gather appropriate material for executionof contracts for hospital network.
- Assist with execution of contracts on a daily basis and maintains appropriate contact with all internal departments for status inquiries on contracts.
- Prepare documents and correspondence for transactions under the direction of Legal Coordinator or Manager.
- Produce and format PowerPoint presentations for meetings.
- Collaborate with several internal departments on a daily basis.
- Gather appropriate material from administrative staff to respond to routine inquiries as appropriate.
- Process travel and expense forms for reimbursement.
- Open and screen mail, answer routine mail independently and routes other mail with background material as necessary.
- Maintain all files for legal department, ensuring that material is properly marked.
- Perform special and confidential assignments as required.
Qualifications / Requirements :
Experience : Minimum of 1 year prior experience working within a law firm, preferred.
Education : High school or equivalency diploma, required.
Licenses / Certifications : N / A
Other : N / A
Special Requirements : Proficiency in Outlook and MS Word, to include advanced formatting and red-lining, is required; proficiency in Excel and PowerPoint is preferredAbility to type at 35 words per minute.Ability to manipulate pdf documents and use associated software tools such as pdf Converter and Adobe ReaderProficient grammar and writing skills to efficiently proof and edit documentation; strong attention to detail is essentialProven ability to prioritize work and manage workflow; good multi-tasking and time management skillsAbility to work pro-actively and with little supervisionAbility to comprehend the varied activities of a large department sufficiently to handle the mass of items passing through a busy legal officeDiscretion and client-centric skills.
