Administrative Assistant

Park Dental • Roseville, MN

30d

About The Position

The Administrative Assistant is accountable for working with Executive Assistant in managing the Administrative team’s daily projects and duties as assigned.

Requirements

• Self-motivated, high energy, creative and innovative thinker.
• Ability to work independently and as a team to achieve established goals.
• Excellent written and verbal communication skills.
• Demonstrate ability to effectively utilize resources, and understand when to incorporate fellow team members.
• Proven ability to handle multiple projects and complete tasks efficiently and effectively.
• Demonstrate excellent time-management skills in order to complete daily tasks and project requests efficiently.
• Proficient in Microsoft Outlook, Word and Excel.
• Occasional heavy lifting – Up to 25 lbs.
• 1 to 3 years experience as Administrative Assistant or similar role.

Responsibilities

• Receive and document incoming packages; includes USPS, UPS, FedEx and courier packages.
• Posting outgoing USPS mail & delivering incoming mail
• Delivering packages and/or notifying the recipients
• Problem solving to locate lost packages
• Greeting visitors to the Resource Group, checking them in and notifying meeting organizers.
• Monitor calendars for the Chief Clinical Officers (Dr. Law and Dr. Steele) and flag potential scheduling conflicts.
• Maintain inboxes (Fax, General Inquires, Supply Order)
• Practice supply orders; includes filing orders for brochures and various practice supplies (printed materials), for our dental practices. Also includes sending orders to vendor, filling orders from Resource Group inventory and maintaining inventory at the Resource Group.
• Name tag orders; includes sending orders to vendor, labeling name tags when they arrive, and sending them to the correct practice.
• Manage sporting event tickets (e.g., MN Twins, Saint Paul Saints, MN Wild) attendance confirmations, occasional raffles, and , timely ticket distribution).
• Manage inventory of office & cleaning supplies at the Resource Group.
• Ordering Iron Mountain Boxes for Records Destruction Project based on team members working.
• Provide scheduling support as needed, including coordinating and rescheduling meetings.
• Update and manage internal contact rosters, schedules, and other documents on SharePoint.
• Iron Mountain (offsite storage); provide support to practices for questions regarding the Iron Mountain website, setting up new users, changing passwords and answering questions.
• Coordinate courier deliveries to the practices and occasional practice wide couriers to all practices.
• Book travel for doctors and team members who are attending conferences, visiting our out of state practices (currently AZ).
• Submit Mileage/ Expense reports for Chief Clinical Officer, General practices and Specialty practices.
• Balance credit card statement/ track receipts for each expense (Chrome River).
• Setup and collect data from surveys & sign ups using Survey Monkey &, Sign-Up Genius.
• Manage reservations for projectors, laptops, hot spots and speakers; includes troubleshooting lost items.
• Resource Group maintenance requests; includes entering tickets for building management and follow through with completion.
• Make, confirm, and track RSVPs for hotels, restaurants and special event reservations.
• Other administrative support to Team Members, special projects and other duties as assigned.
• Coordinate annual events for doctors; includes all details from booking venues, sending invitations sending reminders, tracking RSVPs, and communicating important details.
• Coordinate annual deliveries to practices; Easter lilies and poinsettias.
• Assist with Team Member Appreciation, Thanksgiving gift, Annual Picnic, etc.

Benefits

• Park Dental offers competitive compensation, and generous benefits package including medical, vision, dental, PTO, holiday pay, 401k matching, and continuing education opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 251-500 employees