Newport News, Virginia
Overview
Position is responsible for core job functions: meeting preparation, meeting Minutes, calendar management, invoice/purchase Orders, customer service, phone support, correspondence, file management and data entry. Position may be assigned responsibility for timekeeping. Position must demonstrate proficiency with Microsoft Office applications and utilizes the Riverside Care Difference principles in all interactions.
What You Will Do
- Provides clerical support for department/facility directors and/or managers. Duties include reception, greetings, customer service, answering phones, taking messages, referring calls, mail distribution, etc. Workday and time keeping for all team members. Issue notice and documentation regarding employee timeliness and/or tardiness.
- Responsible for calendar management, meeting coordination, appointments, special events, etc. Meeting management includes room reservation, timely preparation, and setup. May perform other tasks such as arranging accommodations for travel, arranging special needs in meeting rooms, and meeting agenda items. Create, organize, and maintain the receptionist and clinical team schedules and distribute them daily. Oversee receptionist trainers, schedule and moderate monthly meetings, assist in their schedules and projects. Create and distribute monthly newsletter with interoffice information and in celebration of the staff and their accomplishments.
- Maintains list of committee/meeting participants the leader is responsible. Ensures materials for meetings/projects are preparedly timely which may include meeting agendas, packets, communicating with participants, accurately recording meeting minutes.
- Effectively utilizes informational technology to perform job functions efficiently to include Microsoft Office, Teams, excel, word, riverside specific systems and databases.
- Maintains proper levels in office supplies, which may require checking stock, anticipating needed supplies, placing and expediting orders for supplies. Responsible for maintaining accurate accounting functions/duties within the department, may include but not limited to ensuring all invoices, check requests, PCards receipts and payments are accurately coded and submitted in a timely manner. Follows-up on outstanding invoice inquiries. Provide and organize deliveries of staff morale boosters.
- Provides historical reference by developing and utilizing filing and retrieval systems (paper and electronic). Filing system is organized and maintained to ensure efficiency/productivity for the department. May prepare reports, correspondence, and memos as needed by department/facility. Issue letters of communication with patients that have filed complaints and letters of declination of future services to patients that can no longer be evaluated and treated at the facility due to objectionable behavior.
- Review resumes, schedule and conduct interviews with prospective employees.
Qualifications
Education
- High School Diploma or GED, (Required)
- Program Graduate, College courses in administrative support (Preferred)
Experience
- 3-4 years General - Administrative Assistant/Secretary/Office Assistant (Required)
- Less than 1 year Microsoft Office Experience (Required)
Skills And Abilities
- Proficiency in Microsoft Office Suite.
- Organization and time management skills.
- Good interpersonal and customer service skills.
- Verbal and written communication skills.
To learn more about being a team member with Riverside Health System visit us at https://www.riversideonline.com/careers.