Administrative Support (697247)
Posted on :
04-11-2022
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Job Description
Position: Administrative Support
Location: Jamaica Plain, MA 02130
Duration: 2+ months ("Possible Extension")
Summary:
The Administrative Support is responsible for providing support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication.
Responsibilities:
- Provides administrative support to the Director and other Staff as needed, including but not limited to processing incoming and outgoing mail and internal correspondence, sending and receiving faxes, and managing administrative telephone calls by screening, redirecting and recording messages to facilitate communication within the administrative infrastructure.
- Assist with coordinating meetings, reserve rooms, and notify all parties of the date, time, and place, as requested.
- Processes paperwork with IT on new hires to request a network account, access to computer applications, and shared files required for each new hire and requests telephone set-up.
- Submits paperwork to terminate Network Account and all program access on staff departures from the agency.
- Tracks appointments and re-appointments; schedules meetings; notifies members and guests; records meeting minutes into approved format; distributes approved minutes and maintains permanent records.
- Complies with Open Meeting Law when setting schedules and plan.
- Updates agency organizational charts periodically.
- Responds to requests for information by proactively processing requests on behalf of the Director by reviewing the request, identifying appropriate staff person to gather information or develop a response within prescribed timelines and keeping the Director apprised of the progress through completion in order that the Site may adequately respond.
- Acts as liaison between Director and various Hospital Department Staff.
- Ensures day operations are completed with timeliness and efficiency, ensuring compliance with established standards.
- Address areas of concern while ensuring support coverage is met to the greatest extent possible.
Skills Required
- 2+ years of relevant work experience.
- Must have strong collaboration skills and the ability to effectively communicate, ensuring that all tasks are completed and delivered with high quality and in a timely manner.
- Ability to prepare general reports, maintain accurate records and to prepare and use charts, graphs and tables.
- Proficiency in Microsoft office suite.
Employment Type
Full Time
Key Skills
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