Location:

Pay Range:

Provides administrative support and assists in coordinating activities for Physician and senior level/executive management.

• Work collaboratively with Associate Director of Operations and other office staff to support physicians and senior level/executive management and department objectives in day to day administrative and clerical activities as required.

• Self-motivated and must utilize professional work skills to maximize performance, maintain and enhance relationships with other office staff, managers, vendors, and others to achieve departmental goals and objectives.

• Review all supply orders, special order requests for office staff and provide general approval before submission.

• Assure smooth work flow through the office by various means of communication, by way of acting as liaison (on behalf of Associate Director of Operations) between Office Manager and Clinical Manager.

• Receive all visitors, respond to email, and answer telephone calls.

• Coordinate meetings and special events (such as off-site meetings and major account/customer visits). This includes making logistical arrangements, travel arrangements, catering, preparing and disseminating meeting materials, lunches in clinics, and information.

Interact with all co-workers, physicians, vendors, and others in a positive manner and encouraging to both internal and external customers. Comply with all Federal and State laws and regulations pertaining to patient care, patients' rights, safety, and electronic record-keeping. Adhere to AON departmental policies and procedures, including IT policies and procedures and Disaster Recovery Plan. Maintain all company equipment in a safe and working manner. Maintain and ensure the confidentiality of all patient, financial and employee information at all times as required by Aon policy and HIPAA regulations. Liaison with other company departments as required.

• Support repairs in clinic locations, facilitate any repair needs.

• Coordination/Execution of employee office parking, building access or keys/keypad entry.

• Distribution of daily office mail

• Organization and supply replenishment for office breakrooms and office supply rooms

• Transportation of items to or from each office as needed.

• Deposit and payment coordination.

• Scanning documents to files or emails

• Special projects directed by Associate Director of Operations

• Assists w/ Foundation approval process and distribution.

• Prepares monthly bank reconciliation and some financial reporting.

• Insurance payment coordination for Retail pharmacy

• Prepares daily cash flow report.

• Assist with on and off site storage and destruction.

Education:

• Associate degree preferred; High School diploma or equivalent required.

Previous Experience:

• Two years of experience as an administrative assistant or related required. Healthcare or physician office preferred.

• Two years supporting senior level/executive management.

• Demonstrate high level confidentiality and integrity.

• Must have excellent spelling, grammar, composition skills; a demonstrated ability to accurately type and format documents in Microsoft Word and to create and update spreadsheets in Microsoft Excel.

• Must be skilled in the use of general office equipment including computers and related software and have a thorough understanding and knowledge of administrative concepts, computers, and industry standard practices.

• Must have a high level of interpersonal skills to handle sensitive and confidential situations and information.

• Position continually requires demonstrated poise, tact, and diplomacy.

• Ability to use sound judgment for independent decision-making related to duties required.

Core Capabilities:

• Analysis & Critical Thinking: Strong problem solving, analysis, decision-making, planning, time management and organizational skills. Highly detailed oriented with the ability to exercise independent judgment.

• Interpersonal Effectiveness: Highly developed interpersonal skills, emotional intelligence, diplomacy, tact, conflict management, delegation skills, and diversity awareness. Ability to work effectively with sensitive and confidential material and sometimes emotionally charged matters.

• Communication: Effective communication skills (oral, written, presentation), is an active listener, and effectively provides balanced feedback.

• Customer & Organizational Awareness: Strong customer focus. Ability to build an engaging culture of quality, performance effectiveness and operational excellence through best practices, strong business and political acumen, collaboration and partnerships, as well as a positive employee, physician and community relations.

• Self-Management: Effectively manages own time, conflicting priorities, self, stress, and professional development. Self-motivated and self-starter with ability work independently with limited supervision. Ability to work in a fast-paced environment.

• Must be able to work effectively in a fast-paced, multi-site environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders and sites.

• Computer Skills:

  • Proficiency in MS Office Word, Excel, Power Point, Vision, and Outlook is required.

  • Experience using MS Access, MS Project and MindMap/MindJet preferred.

  • Experience and understanding of HR Information Systems (HRIS) systems (i.e. Lawson, PeopleSoft, etc.)

Certifications/Licenses:

• NA

Travel: Local Travel Only

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