We are searching for an Office Administrator / Assistant to join our team. The Office Administrator /Assistant will serve as a trusted administrative support including office management, scheduling, and other
administrative activities. This position is an in-office position and
reports
to the Director of Resource Management & Compliance.
Responsibilities
- Greet and screen callers and visitors and direct them to the appropriate person or area
- Answer & manage general incoming calls to the firm on company phone lines - listening to voicemails and following up as needed
- Managing company online faxing
- Handle admin & program-related mailings (Scanning, filing, & mailing)
- Handle supplies and the delivery of the company equipment
- Work with Resource Director to make company office purchases as needed
- Create, read, analyze, file, retrieve and organize organizational documents, invoices, and orders
- Prepare monthly calendars, reports, and invoices
- Organize, reserve, and oversee conference room assignments.
- Coordinate lunches and dinners with business clients as directed
- Employee Onboarding / Ongoing / Offboarding Support:
- Facilitate Employee Email, Laptop, and Access
- Ordering employee business card, and employee ID cards
- Support with offboarding admin tasks
- Support employees by
following up with IT
- Serve as support on payroll support activities
- Scheduling for a few Providers:
- Schedule, confirm, and reschedule appointments for our group of therapists.
- Report scheduling concerns to Program Director /
Resource Mgt Director
- Other duties as assigned.
Requirements
- Bachelor’s degree in a relevant field; preferably healthcare
- Proven work experience as an Office Assistant or Administrator (with scheduling experience). Previous experience in a doctor’s office preferred.
- Knowledge & Proficiency in Microsoft Office Suite
- Having a working knowledge of Medicalincs HR platform (Bamboo HR)
- Excellent verbal and written communication skills; must be a people person
- Very responsive & good problem-solving abilities
- Knowledge of basic office equipment such as copiers, fax machines, and printers
- Organizational skills and the ability to multitask are essential, as are self-motivation, critical thinking skills, and decision-making skills
- Reliable transportation needed; 5 days a week in-person at our Silver Spring, MD office
Moderate degree of mental/visual stress involved. Concentrated periods of time spent using PC keyboard and viewing monitor. Will work some weekends, evenings or early hours to accommodate member needs.
Medicalincs is an Equal Opportunity Employer and does not discriminate on the basis of race, creed, color, religion, gender, sex, sexual orientation, gender identity, pregnancy, national origin, citizenship status, age, disability, medical condition, genetic information, marital status, status as a covered veteran, military discharge status, criminal records that have been sealed or expunged, arrest records not resulting in conviction or any other characteristic protected by federal, state and/or local law.
