Temp Hybrid Administrative Assistant DigITs - Phaxis LLC

HYBRID TEMP ADMINISTRATIVE ASSISTANT DIGITS AT TOP NYC HEALTHCARE FIRM
Hourly Pay Rate is $20.85 to $23.85 | Temp to Possible Permanent | MUST be Fully Vaccinated
Position is Hybrid w/On-site One to Two (1-2) Times per Month | Mid-town Near Grand Central

Top NYC Healthcare Firm looking for an experienced administrative/support professional to join its growing organization as an Administrative Assistant on a Temporary to possible Permanent basis to support their DigITs Operations Team .

Hybrid role requiring On-site Support (1-2 times/month). Incredible organization where you feel as though you are "giving back”. MUST be Fully COVID and Influenza Vaccinated. Actual Office is near Grand Central with easy access to public transportation. Full-time; 9am-5pm; and Mon-Fri.

Under general supervision, the Administrative Assistant provides a wide range of administrative support to a Department Leader, Clinical Leader, and/or Group of Professionals . Major responsibilities include but are not limited to ordering office supplies and equipment, handling expenses and paperwork, document preparation, scheduling, assisting with visitors, and participating in departmental projects. In addition, the Administrative Assistant is responsible for resolving basic problems and questions that relate to the department or division and identifying a course of action for the complex ones. The Administrative Assistant is responsible for ensuring that all administrative tasks are completed in a manner that ensures the efficient operation of the department. This includes dedicated calendar management and meeting scheduling, general meeting minutes & creation/distribution of agendas, AgilQuest support, and coordination as needed, ordering supplies, equipment (incl new hires), food, etc.

TOP 3-5 SKILLS ON RESUME
Strong calendar management especially working with Senior Leadership roles.
Problem solver, proactive, excellent communication skills.
Strong Office 365 skills, especially PowerPoint.

QUALIFICATIONS & SKILLS

• High School Diploma or GED required; College Degree preferred.
• Two Plus (2+) years of relevant Administrative Assistant experience required.
• Excellent MS Office 365 Skills (Word, Excel, PowerPoint, and Outlook); with heavy focus on PowerPoint.
• Strong calendar management especially working with Senior Leadership roles.
• Problem solver and proactive.
• Outstanding organization and communication skills.
• Able to multi-task while maintaining extreme attention to detail.
• Keen organizational skills and willingness to be challenged.

RESPONSIBILITIES & DUTIES
Administrative & Operational Support

• Perform administrative activities to maintain the smooth operation of the office.
• Resolve both routine and complex inquiries and fulfill requests using in-depth knowledge of department and organization policies and procedures.
• Screen telephone calls and provide assistance to visitors.
• Establish and maintain confidential files, log, and record.
• Identify appropriate vehicle for providing access to department information.
• Ensure content is up-to-date.
• Open, read and prioritize mail for department leader and departmental staff.
• Independently draft emails or correspondence to routine written or oral inquiries.
• Complete and submit travel authorizations, travel expense vouchers, check requests, and purchase requisitions; attaches all needed receipts and invoices for submission; follows up for timely processing; verifies calculations; notifies staff of discrepancies.
• May process time sheets for department.
• Ensures accuracy of information, make adjustments as needed, and completes within established timeframes.
• For clinical areas, may provide administrative assistance for professional recruitment.
• For clinical areas, may provide cross-coverage for other Assistant(s), including answering and triaging patient-related calls and scheduling appointments.
• For clinical areas, may prepare, maintain, and distribute on-call schedule for Service, Division and/or Department.

Coordination & Scheduling

• Schedule appointments, meetings, and conferences as requested.
• Manage complex calendars of department leader and department staff, using independent judgment based on knowledge of priorities and resources.
• Arrange for appropriate meeting space and set up given meeting/seminar requirements (e.g., food ordering, technology devices, etc.)
• Use knowledge of accommodations and structure of rooms to provide.

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Day-to-Day Responsibilities:
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