Job Details

The Administrative Specialist plays a critical role in ensuring the smooth and efficient operation of office functions within the organization. This position is responsible for managing a variety of administrative tasks that support multiple departments, enabling teams to focus on their core objectives. The ideal candidate will coordinate schedules, handle communications, maintain records, and assist in project management to enhance overall productivity. By serving as a reliable point of contact and resource, the Administrative Specialist contributes to a well-organized and professional work environment. Ultimately, this role is essential in facilitating seamless internal processes and supporting organizational goals through effective administrative support.

Job Qualifications

Education: High School Graduate (College Preferred).

Experience: One-year general office experience preferred.

Skills: Computer skills preferred, excellent interpersonal and organizational skill. Knowledge of medical terminology preferred.

Transportation: Reliable transportation and valid and current auto liability insurance.

Environmental / Working Conditions: Performs duties in an office environment during Agency operating hours. Works in a routine office environment; noise level may be moderately high; must have the ability to work a flexible schedule and extended hours. Possible exposure to toxic materials, toner, etc.

1. Answer incoming calls and assist as necessary.

1. Serves as "in person" receptionist for all guests and front door traffic to the office.

1. Serves as primary contact in obtaining supplies/services from office vendors, e.g., office supplies and printed materials.

1. Processes incoming and outgoing mail, including receiving deliveries and preparing outgoing shipments.

1. Schedule travel arrangements including hotel, car and meal reservations as required.

1. Maintain master office location list as needed including phone #'s and points of contact.

1. Assist with meeting planning and development of special events and conferences as needed.

1. Provide clerical support to the Marketing Department and leadership team as needed.

1. Order plants/flowers as directed for bereavement and miscellaneous occasions.

1. Provides excellent customer service, along with a can-do, willing attitude.

1. Provides computer support and data entry, as needed.

1. Promotes the agency's philosophy and mission by presenting a positive image to patients/families, physicians, and community agencies.

1. Provides effective communication to patient/family, team members, and other health care professionals and maintains confidentiality.