Administrative Assistant

Philadelphia, Pennsylvania

Post Date: 10/13/2017 Job ID: 2076 Job Category: IT

ADMINISTRATIVE ASSISTANT, PHILADELPHIA, PA

WalkerHealthcareIT is seeking an Administrative Assistant for a client located in Philadelphia, PA. This is a contract to hire opportunity.

START DATE:  ASAP

ON-SITE / REMOTE:  On-site

WAGE TYPE:  1099, W2

WalkerHealthcareIT Standard Perks

• Weekly pay via Direct Deposit

 ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

The Hospital School Program (HSP) Office Administrator is responsible for:
  • Providing administrative support of day-to-day operations of the program
  • Collecting, analyzing, organizing and maintaining program data and statistics
  • Collaborating with HSP teachers and Finance to maintain Guarantee of Payment documents and supporting all elements of the billing process
  • Managing hospital school program volunteers.

ADMINISTRATIVE ASSISTANT RESPONSIBILITIES
  • Answers and screen all internal and external calls to determine urgency of the situation and the appropriate next steps within authorized scope of responsibility.
  • Accurately records and delivers all telephone messages, detailing caller’ s name, company, phone number, and reason for call
  • Orders, tracks, and distributes office supplies to ensure adequate inventory at all times
  • Processes incoming/outgoing mail for the department.
  • Assists in the preparation and coordination of meetings, responsibilities including: scheduling, agenda writing, minute-taking, photocopying, and catering requests.
  • Prepares PowerPoint presentations, letters, reports, memoranda, and related materials as requested.
  • Maintains systems, procedures, and methods for record keeping and accounts reporting.
  • Handles and directs information related to donations to the department, including notification of staff, accounting for gifts received, and maintaining follow-up correspondence with donor and Development. 
  • Provide back up for the Department Office Administrator when necessary.
  • Provide administrative support to HSP staff, including but not limited to the preparation and delivery of progress reports, attendance reports, grades and various other reports to the child' s school, as needed.
  • Maintain Hospital School Program curriculum and technology resources 
  • Financial, Data, and Information Management
    • Collaborate with teachers to organize and maintain all signed Guarantee of Payment documents and rate information
    • Collaborate with Finance to generate accurate and timely invoices to reflect optimal billing hours 
    • Maintain database for all required billing information 
    • File all required HSP documents and student records in an organized fashion, including Educational Needs Assessments, signed FERPA and Guarantee of Payment forms 
    • Gather and organize all staff productivity statistics in accordance with departmental procedures
  • Hospital School Program Volunteer Program Management
    • Act as liaison to Volunteer Department regarding all volunteer related issues
    • Coordinate HSP volunteer schedules
    • Monitor orientation and annual volunteer requirements (e.g. medical, educational, and competencies) for all HSP volunteers

ADMINISTRATIVE ASSISTANT REQUIREMENTS
  • Required Education and Experience Minimum education required; cite years and type of experience.           
  • Minimum high school diploma required and two to five years of secretarial experience.
  • Minimum 5 years of experience working in an educational environment strongly preferred.
  • Highly proficient in Microsoft Word, WordPerfect or equivalent word processing package, Access or equivalent database package, and Excel or equivalent spreadsheet package. Experience with SharePoint preferred.
  • Demonstrates ability to prioritize work, strong organizational skills and initiative to improve processes
  • Excellent telephone etiquette, interpersonal skills and organizational skills
  • Ability to work in busy or shared space (maintain concentration, stay on task)
  • Ability to handle multiple tasks and assignments
  • Good problem solving skills
  • Ability to handle confidential materials and matters
  • Ability to work collaboratively in a multi-disciplinary, healthcare setting.
  • Ability to communicate effectively, verbally and in writing, with the broadest range of individuals including children, families, and professionals of varied racial, ethnic cultural, religious and social backgrounds.

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