Clinic Administrative Assistant

Fresenius Medical Care • Lihue, HI

13d

About The Position

This role executes secretarial and administrative assignments of a confidential nature and relieves management of clerical, administrative, and business detail as necessary. The position performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments, maintaining calendars, setting up office filing systems, and coordinating meetings. The administrative assistant will provide a broad range of secretarial and administrative support, potentially including details of a confidential nature. They will execute secretarial and administrative assignments of a complex and confidential nature, relieving management of clerical work, administrative, and business detail as necessary. The role involves setting up and maintaining official department filing systems, records management, and databases. The assistant will prepare memos, correspondence, agendas, minutes, and policy explanations, and collect, compile, and analyze information as required by manager(s). They will assist in department reporting requirements and form completion, assemble budgets, track budget expenses and variances, and pay and track invoicing. The position also involves organizing travel arrangements and completing expense reports, interfacing with various levels of management across organizations and with external customers. The role may serve as a point of contact for other departments such as IT, HR, building and facilities, etc., and assist with various projects as assigned by the direct supervisor. Additional responsibilities may include focus on one or more departments or locations.

Requirements

• High School Diploma required.
• Minimum 1 – 2 years of related experience.
• Knowledge of business & technical vocabulary.
• Familiar with standard business concepts, practices & procedures within administrative support.
• Able to employ basic reasoning and analytical skills.
• Proficient in computer software such as Microsoft Office products, spreadsheets, presentations, database programs.
• Proficient in organizational operations & procedures.
• Experience handling incoming phone calls; remains professional at all times; front office etiquette.

Nice To Haves

• Some specialized secretarial training preferred.

Responsibilities

• Executes secretarial and administrative assignments of a complex and confidential nature.
• Relieves management of clerical work, administrative, and business detail.
• Sets up and maintains official department filing system, records management, and databases.
• Prepares memos, correspondence, agendas, minutes, and policy explanations.
• Collects, compiles, and analyzes information as required by manager(s).
• Assists in department reporting requirements and form completion.
• Assembles budgets and tracks budget expenses and variances.
• Pays and tracks invoicing.
• Performs standard administrative functions such as screening telephone calls, opening mail, scheduling appointments, and maintaining the calendar.
• Coordinates meetings (internal or external).
• Organizes travel arrangements and completes expense reports.
• Interfaces with a various levels of management across organizations and with external customers.
• May serve as a point of contact for other departments such as IT, HR, building and facilities, etc.
• Assist with various projects as assigned by direct supervisor.
• Other duties as assigned.
• Additional responsibilities may include focus on one or more departments or locations.

Benefits

• The rate of pay for this position will depend on the successful candidate’s work location and qualifications, including relevant education, work experience, skills, and competencies.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED