Administrative Assistant

Job Details Level Experienced Job Location Jamaica Plain Campus - JAMAICA PLAIN, MA Position Type Full Time Position Overview The Administrative Assistant facilitates the efficient operations of the agency by performing a variety of clerical and administrative tasks. They will serve as the welcoming first point of contact for staff, visitors, vendors and clients and respond to inquiries via phone, email and fax. The Administrative Assistant must pay strong attention to detail, be extremely organized and have a strict adherence to confidentiality. The Administrative Assistant works in person five days a week during regular business hours and reports to the Vice President of Compliance and Performance Improvement. The Administrative Assistant is a full-time 40 hours per week non-exempt and benefits eligible position. Flexibility to work evening hours may be required infrequently. The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of positions given this title, but additional responsibilities may be required. Employees are expected to perform job-related tasks other than those specifically presented in this description. Essential Functions & Responsibilities Maintain excellent first impression in phone calls coming into organization and at front door; greeting visitors in a way that demonstrates the positivity and values of IHC, keep reception area and conference room tidy Assists with all aspects of medical records, including filing, scanning and fulfilling record requests Supports leadership team with internal and external correspondence, editing and formatting documents Perform various scanning projects, photocopying and filing tasks Manage ordering including office supplies, food orders and other transactions as requested Assist with event planning when needed/requested Prepares the conference room and materials for regular meetings, including new hire orientation, leadership meetings, etc. Retrieve and enter data pertaining to agency's identified key performance indicators as requested Bachelor's degree preferred or 1-2 years' experience in a similar position Proficiency in Microsoft Office Suite/Office 365 Ability to take initiative and work autonomously Solution-focused, deadline driven, and motivated to overcome challenges Excellent verbal and written communication Thorough understanding and strict commitment to agency, employee, and client privacy Adherence to all HIPAA guidelines and regulations