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Administrative Secretary

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Summary:

The Administrative Secretary provides high-level clerical support to an executive, director, or department head-level employee. The role includes various duties, from preparing reports to conducting research and collecting data, expressly but not limited to managing healthcare clients.

 

Supervisory Responsibilities:

  • May train, supervise, and provide feedback on tasks performed by lower-level clerical staff.
  •  

General Duties/Responsibilities:

  • Provides high-level administrative support to an assigned executive or director-level employee.
  • Collects requested data and information from various sources; prepares summaries of findings and/or other related written correspondence.
  • May conduct research to assist with projects or inquiries.
  • Coordinates and schedules travel, meetings, and appointments.
  • Prepares agendas and schedules for meetings; takes and distributes minutes.
  • Responds to and resolve administrative inquiries and questions.
  • Welcomes and directs visitors and clients.
  • Answers and transfers phone calls, screening when necessary.
  • Performs general clerical and secretarial duties, such as recordkeeping, managing petty cash, maintaining office supplies, and coordinating equipment maintenance.
  • Handles packages and correspondence.

 

Specific Duties/Responsibilities for Healthcare Client Management:

  • Liaises with healthcare clients to understand their staffing or consulting needs.
  • Assists in the development and maintenance of healthcare compliance policies.
  • Manages healthcare client contracts and ensures compliance.
  • Monitors healthcare industry trends, regulations, and compliance standards.
  • Supports the onboarding of healthcare personnel by collecting relevant documentation.
  • Coordinates with healthcare providers to schedule training and evaluations.
  • Manages the secure storage and retrieval of sensitive healthcare client data.
  • Collaborates for periodic audits, quality checks, and client satisfaction surveys.
  • Supports healthcare project initiatives and grant applications.
  • Prepares and presents reports on healthcare client metrics.

 

Required Skills/Abilities:

  • Detail-oriented and professional.
  • Exceptional communication skills.
  • Proficient with Microsoft Office Suite.
  • Basic understanding of office equipment and clerical procedures.
  • Ability to work independently and flexibly.
  • Knowledge of healthcare industry trends and compliance standards is an asset.

 

Education and Experience:

  • Associate's degree required; Bachelor's degree in a related field preferred.
  • Three to five years of experience in a related role is required, with some supervisory experience preferred.


Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.


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This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

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Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

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5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

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Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

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This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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