Administrative Support (708649) Jobs

Job Title: Administrative Support
Location: Jamaica Plain, MA, 02130
Duration: 6+ Months
Summary
The Administrative duties and responsibilities include providing administrative support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication.

• Assist with coordinating meetings, reserve rooms, and notify all parties of the date, time, and place, as requested.
• Tracks appointments and re-appointments; schedules meetings; notifies members and guests; records meeting minutes into approved format; distributes approved minutes and maintains permanent records.
• Acts as liaison between Director and various Hospital Department Staff.
• Provides administrative support to the Director and other Staff as needed, including but not limited to processing incoming and outgoing mail and internal correspondence, sending and receiving faxes, and managing administrative telephone calls by screening, redirecting, and recording messages to facilitate communication within the administrative infrastructure.
• Complies with Open Meeting Law when setting schedules and agenda.
• Updates agency organizational charts periodically.
• Processes paperwork with IT on new hires to request a network account, access to computer applications and shared files required for each new hire and requests telephone set-up. Submits paperwork to terminate Network Account and all program access on staff departures from the agency.
• Responds to requests for information by proactively processing requests on behalf of the Director by reviewing the request, identifying appropriate staff person to gather information or develop a response within prescribed timelines and keep the Director apprised of the progress through completion in order that the Site may adequately respond.

Skills Required

• Gather information by questioning individuals and by examining records and documents.
• Ensures all procedures and practices relating to secretarial services are adhered to.
• Ability to prepare general reports, maintain accurate records, and to prepare and use charts, graphs, and tables.
• Ensures day operations are completed with timeliness and efficiency, ensuring compliance with established standards. Address areas of concern while ensuring support coverage is met to the greatest extent possible.
• Proficiency in Microsoft Office suite.