Overview
Administrative Assistant-Clinical Operations Jobs in Chicago, IL at PWP Health, LLC
JOB SUMMARY
This position serves to support all aspects of corporate administrative services and operations. The Administrative Assistant handles confidential, complex administrative duties and general office support. They act as a liaison for departments, staff, agencies, and the public, ensuring efficient operation of the NCAP administrative office.
Essential Duties/Responsibilities:
General Company:
Provide administrative and clerical support.
Greet guests and employees, creating a welcoming environment.
Answer phone calls in a polite and professional manner from external and internal contacts.
Create, draft, format, edit, proofread, and manage MS Word documents, Excel spreadsheets, PowerPoint presentations.
Coordinate complex senior-level internal and internal/external meetings and conference calls to include making appointments within the company calendar management software systems.
Coordinate/lead scheduling of meetings, conferences, and special events for internal and external stakeholders, to include calendar management of the applicable company participants.
Coordinate and/or prepare materials for or from meetings, including agendas, reports, presentations and minutes.
Assist in ad-hoc reports and special projects as needed requiring a high level of detail and follow-up.
Assist in general office maintenance, to include ordering office supplies, managing catering support and scheduling for in-office and out-of-office activities.
Open, prioritize and distribute mail (both paper & electronic); coordinate mailings, deliveries, and copying, scanning, and printing, when appropriate or as delegated.
Liaise with outside third parties, telecommunications, office maintenance and cleaning, locksmith/security, courier, and property management to track requests/needs through to completion.
Liaise with the applicable company representative to manage/facilitate content update to the company website.
Performs administrative and staff support duties for the organization
Handles basic issues and problems and refers more complex issues to higher-level staff.
Human Resources:
Provide general administrative support to the HR department and its efforts in employee or candidate recruiting logistics, including but not limited to interview date coordination, scheduling/coordination of domestic travel, including flights, hotels/lodging, rental cars, and other travel related items.
Maintain meeting and travel schedules, organize itineraries, and manage purchase requisitions while ensuring budget compliance.
Provide general support for HR file maintenance, including saving documents to the applicable company document management system.
Compose, design, edit and prepare various correspondence, documents and reports for the department including spreadsheets, presentations, graphs, and charts.
Provide performance appraisal support services to include all managing all survey logistics/details, e.g. submission, receipt, results compilation, and reporting.
Finance/Accounting:
Oversee the performance of and lead any resolution of outstanding issues with the company’s third-party courier services provider.
Receive and reconcile all materials from the company courier service provider against company master records following the company’s schedule for courier services. In the event of missing or incomplete information, conduct follow-up with the applicable company customer for resolution of the expected information.
Perform document scanning in a secure and timely manner into the company’s applicable document management system.
Candidate Skills/Qualities
Ability to work in a fast paced, team environment working toward a common goal of providing exceptional customer service and a high-quality work product.
Requires critical thinking, decisive judgment, and ability to work independently or with minimal supervision to ensure completion of work while maintaining/exercising confidentiality of sensitive information and handling of confidential correspondence with discretion. Produce a high volume of work assignments in an accurate and timely manner.
Ability to problem-solve, make decisions and plan necessary to produce a high volume of work assignments in an accurate and timely manner.
Qualifications:
Requires high school diploma or equivalent and five years’ experience in administrative support services.
Expertise/Proficiency in the use of computer applications, including Microsoft 365 tools (Office, Excel, Teams, Powerpoint, Sharepoint), Adobe, and Word Press CMS.
Demonstrated oral and written communication skills.
Ability to work with a variety of stakeholders.
Experience with event planning & management.
Skilled at problem-solving, planning and decision making
Research and prioritize different tasks and be able to multi-task
Adhere to required confidentiality practices
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Title: Administrative Assistant-Clinical Operations
Company: PWP Health, LLC
Location: Chicago, IL
