Job Description

Required

• Bachelor's degree OR 4 years of directly relevant experience (i.e. project management, healthcare, or professional office environment) in lieu of degree.
• Minimum five years of experience in a business office environment.
• Strong knowledge of Microsoft Office package.
• Ability to organize and think independently with orientation to deadline and detail.
• Strong interpersonal skills.


Preferred

• Masters degree and five years of secretarial and/or business office experience.
• Healthcare experience.
• Experience supporting more than one executive or manager.

Responsibilities:

• Participates in preparing program's budget, creates and monitors budget statements, assists in designing reports.

• Monitors budget and general ledger detail for accuracy; identifies variances and reports them to the department leadership; has a complete understanding of the department and company financial policies; creates purchase orders; and processes invoices for payment against purchase order or general expense reimbursement.

• Research and develop internal and external communications including presentations, speaking points, correspondence and other written materials.

• Participates in meetings, performs interpretation if necessary.

• Represents the department, program or project with various level of personnel both internally and externally.

• Responds to unanticipated complex issues and manages critical and confidential information.

• Receives, screens, distributes or files all incoming correspondence and other mail.

• Maintains a sufficient inventory of all office supplies and printed forms.

• Provides calendar management support for the department leadership; facilitates and schedules meetings; books meeting rooms; arranges for catering; confirms attendance; and supports in preparation and distribution of materials as necessary.

• Coordinates large scale complex events, involving multiple parties, including foreign guests.

• Arranges national and international travel, supports in obtaining visas, organizes transfer, hotel booking.

• Maintains department's vacation and sick day calendar.

• Assists the department leadership in maintaining department personnel files and mandatory certification/licensure lists and tracks staff continuing education requests.

• Participates in creating department's targets, preparing job description, screening resumes.

• Assists in creating professional education development plans.

• Follows up with department staff, to make sure deadlines are kept.

• Utilizes advanced Microsoft Office applications to design and lay-out presentations and reports.

• Administers and tracks expenses, and allocates them to appropriate account.

• Maintains procedure manuals; ensures appropriate communication to staff of changes in procedures.

• Communicates (verbal and written) with a wide range of departments, employees, vendors, and physicians; and serves as a liaison on behalf of the department leadership to foster strong working relationships.

• Processes request for new employee office space, passwords, office supplies, phone and voicemail, mail delivery and other resources as needed.

• Overseas creation, design and maintenance of website and blog content ensuring ease and practicality of use for targeted audience.

• Helps in collecting feedback from clients and physicians and implement it.

• Creates, writes, edits and posts articles, news, and program summaries to website.

• Ensures all contents and contact information are up to date.

• Participation in creating Marketing strategies.

• Prepares and drafts ads as well as assists in collecting materials on media and publications.

• Manages telephone operations; answers, screens, and directs telephone calls.

• Composes and types in an accurate and timely fashion confidential correspondence, memos, and minutes from oral dictation, record transcription, shorthand, or rough draft.

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