Administrative Assistant

Department: Adolescent Health Education & Teen Clinic Services

Position:  Administrative Assistant

Employee Category:  Non-Exempt

Reporting Relationship:  Director

Character First qualities:

• Attentiveness- Showing the worth of a person or task by giving my undivided concentration.
• Enthusiasm- Expressing my joy in each task as I give it my best effort.
• Joyfulness- Maintaining a good attitude, even when faced with unpleasant conditions.
• Patience- Accepting a difficult situation without giving a deadline to remove it.
• Punctuality- Showing esteem for others by doing the right thing at the right time.

Summary of Duties and Responsibilities:

Assists in various administrative functions and other related work as required. Calls for flexibility, excellent interpersonal skills, project coordination and the ability to work well with all levels of internal management and staff as well as outside patients and vendors. Maintains confidentiality and uses discretion in handling highly sensitive assignments and materials. Completes projects and special assignments by establishing objectives; determines priorities; manages time; gains cooperation of others; monitors progress, problem-solves, and adjusts plans.

Primary Duties and Responsibilities: 

1. Performs general secretarial duties and report writings. Composes routine correspondence as needed by the program coordinator and director.
2. Composes and prepares correspondence, reports, memoranda, and other materials as directed.
3. Data entry for school implementation of evidence-based programs as required by evaluation team.
4. Prepares files and minutes of meetings of staff for assisting with follow-up from meeting decisions and assignments.
5. Sorts and distributes incoming mail and faxes.
6. Works on special projects as needed.
7. Coordinates staff schedules.
8. Assists with inventory of office supplies, educational material, and clinical materials – ordering and purchase of additional materials under direction of program coordinator and/or director.
9. Supports the work of Teen Clinic Department both in schools and clinic events.
10. Supports Variety Care’s accreditation as a Patient Centered Medical Home and our commitment to provide care to all Variety patients that is Safe, Effective, Patient Centered, Timely, Efficient, and Equitable.  Provide leadership and work with all staff to achieve the goals of the “Triple Aim” of healthcare reform—to improve the experience of care, improve health outcomes, and decrease healthcare costs.
11. Embodies the strength of personal character.  Places value on being an open and honest communicator who displays high moral and ethical conduct, integrity, adaptability, and sound judgment.  Must be a leader in the department and community. Result-oriented problem solver who is responsible and accountable.
12. Performs other duties as assigned.

Requirements, Special Skills or Knowledge: 

1. High School Diploma or GED.
2. Proficient Computer skills in software applications of Microsoft Office: Specifically, Word, Excel and Outlook.
3. Experience working under pressure and deadlines.
4. Flexible to work overtime as needed.
5. Ability to travel 20% or as needed.
6. Experience maintaining confidentiality.
7. Well organized; accurate and attentive to detail.
8. Expert communications and public relations abilities.
9. Experience assisting and supporting others in a professional and respectful manner especially other Administrative Assistants.
10. Experience multi-tasking and prioritizing projects and plan work activities using time efficiently.

Preferred Requirements, Special Skills or Knowledge: 

1. Some college or 3-5 years of work experience.

ADA Requirements:

1. Able to lift a minimum of 25 pounds. 
2. Able to sit for long periods of time.