Overview
OLO Administrative Support Jobs in Whippany, NJ at Barclays
ABOUT US:
Careteam Plus, located in and serving the Grand Strand Myrtle Beach/Georgetown/Pawleys Island and Conway, SC area, is a primary medical and specialty care healthcare organization offering services for the entire family, from newborn to the elderly. We provide convenient access to exceptional healthcare services, when and where our patients need it regardless of their ability to pay.
POSITION SUMMARY:
The Executive Assistant (EA) is responsible for assisting the Senior Administrative Team and especially the COO with a multitude of reoccurring tasks and assignments, special projects and ad hoc tasks daily. The tasks cut across all areas of the organization such as General Administration, Customer Service Recovery, Planning and Development, Quality, Patient and Client programming, Grant Application and Management.
ESSENTIAL DUTIES and RESPONSIBILITIES:
Providing general office administrative support to executive personnel with emphasis to the COO.
Manage sensitive matters with a high level of confidentiality and discretion.
Arrange travel and accommodations for executives.
Proactively organize complex calendars and schedules.
Helps oversee payroll approvals, including tracking of PTO/etc. for staff in allocated Administration areas as requested.
Data entry into record keeping and various type database systems.
In times of executive extended absence, takes over email monitoring and potential response/redirection as appropriate.
Prepares Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for executives.
Motivates throughout the community as may be necessary for different reoccurring projects and events/general tasks as needed.
Special Liaison to the COO to assist with special projects and any identified assistance needs.
Assists with data coordination and response needs for Grants, Audits and other high level similar projects.
Assist front desk operation with time sensitive patient service recovery to prevent patient “left without being seen” and fields complaints with related follow up in person and by phone.
Outlook expert, coordinates and schedules meetings as requested.
In absence of the HR Assistant – cross covers to help complete Human Resources Office functions such as references checking, data entry, staff minor and major celebrations reminders and coordination, compliance checks, E-Verify process and more.
Completes Finance, Quality and Clinical department functions as needed by the executive leaders of those areas.
Careteam staff work together as a team and help each other and patients/clients by performing other duties as assigned.
QUALIFICATIONS:
Education
Highschool diploma required.
Associate degree in related field preferred.
Experience
A minimum of 4 years specific EA experience required.
Prior experience in Healthcare setting office assisting preferred.
Special Skills
Must be a 100% can-do positive attitude person.
Exemplary customer experience and service recovery skills required.
Effective verbal and written communication skills required.
Organized, flexible and able to time manage competing priorities required.
Ability to maintain even keel approach. Doesn’t know a “bad mood Monday” required.
Takes instruction and education as a positive learning experience required.
Evidence of sound decision-making judgment and resourcefulness in problem solving required.
High level computer skill proficiency, including but not limited to Microsoft Office software with a heavy emphasis in Must answer excel questions and present sample work required.
Other
Meets Careteam Plus Employee Health Tuberculosis screening program requirements.
Valid SC drivers license in good standing required.
Personal transportation to run errands from time-to-time required.
The Planned weekly schedule to start is as below , but might adapt and change occasionally if different work hours are needed for special projects :
M, W and Th 8a to 5
Teus 8a to 6p
Fri 8a to 1p
with a 1/2 hour unpaid lunch M-Th daily (40 work hours per week)
EOE and encouraging and inviting for applicants and our staff diversity to reflect the diverse population of patients we serve.
Job Type: Full-time
Pay: $20.88 – $27.14 per hour
Expected hours: 40 per week
Benefits:
401(k) matching
Dental insurance
Employee assistance program
Employee discount
Health insurance
Health savings account
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
Day shift
Monday to Friday
No nights
No weekends
Work Location: In person
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Title: OLO Administrative Support
Company: Barclays
Location: Whippany, NJ
