The Administrative Assistant will work closely with the CIO and other Information Technology (IT) leadership to facilitate the efficient operation of the assigned department by performing a variety of administrative tasks. The ideal candidate is self-motivated, professional and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment.
Advocare is a partnership of the top doctors in New Jersey, Pennsylvania and Delaware, including pediatricians, family practice doctors and multiple types of specialists, each of whom has strong bonds to the families, adults, children, and communities they serve. As part of the team, you'll work side-by-side with forward-thinking professionals who strive to provide the highest quality medical care by meeting and exceeding standards for clinical outcomes while delivering exceptional patient service in an evolving healthcare environment.
Administrative Assistant Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Completes a broad variety of administrative tasks including but not limited to managing very active calendars of appointments; composing and preparing correspondence that is sometimes highly confidential; arranging complex and detailed meetings, agendas; compiling documents for related meetings
- May communicate directly on behalf of C-level executives
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the initiatives of the company1. Invoices
- Coordinate and create material for the IT Newsletter
- Assist with creating PowerPoint Presentations
- Manage HR forms
- Coordinate Escalation/Complaint Tracking
- Upkeep purchasing section of the IT Service Portal
- Schedule meetings as requested
- Order lunch for special meetings
- Send IT committee minutes to Executive Assistant
- Assist COI with Executive Meeting content (EC, BOM, IT Committee)
- Coordinate IT staff members attending eCW conferences
Administrative Assistant Required Competencies (Knowledge, Skills and Abilities): The requirements listed below are representative of the knowledge, skills and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Expert level written and verbal communication skills
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders
- Demonstrates proactive approaches to problem solving with strong decision-making capability
- Highly resourceful independent contributor and team-player
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrates the highest level of customer/client service and response
- Demonstrates ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Anticipates needs or required actions and who actively seeks opportunities and proposes solutions
- Provides a bridge for smooth communication between the Corporate Office and all stakeholders: internal corporate departments; physicians; care center clinical and administrative staff demonstrating leadership to maintain credibility.
Required Education and Experience: - Associates degree or equivalent combination of education and experience required
- Minimum of 5 years of experience supporting senior executives; healthcare and/or IT experience is preferred
- Outstanding proficiency in Microsoft Office software suite (Outlook, Word, Excel and Power Point), Visio, Adobe Acrobat and Microsoft Project Management or similar software
Work Environment: This job is primarily remote. However, that can change at any time, and there will be times that this position will be expected to be in the Home Office.
Position Type/Expected Hours of Work: This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m, though we have some flexibility with schedule.
Travel: No travel is expected for this position, however there may be need to visit the Home Office or a Care Center location as needed.