Easterseals Southern California

  • Administrative Assistant, Therapy Center

    Job Locations US-CA-Irvine
    Job ID
    2018-1969
  • Overview

    Under limited direction, performs a variety of general administrative support activities for the efficient operation of assigned office. Serves as primary point of contact for matters related to the center. Facilitate office operations through the coordination of phones, mail, supplies, equipment and support.

    Responsibilities

    • Serve as initial point of contact to clients, management, on-site therapists and associates for assigned therapy center location. Provide administrative and operational support functions for the efficient operation of center; includes providing information and acting as office and safety liaison. Check facilities and equipment on a regular basis to ensure safety and maintenance; coordinate necessary repairs or replacements in a timely manner.
    • Provide customer service by greeting visitors and callers at assigned therapy center; assist and redirect as necessary. Provide scheduling services to therapists and participants for appropriate therapy assignments.
    • Provide administrative assistance to supervisors through various daily office functions and special projects. Train new administrative assistants as directed.
    • Monitor, order, and maintain all office supplies and equipment; administer procurement and reconciliation of expense reports. Oversee office supply account and reconcile associated invoices.
    • Maintain calendar for therapy, conference and training rooms. Organize meeting set-up, material and equipment needs.

    Qualifications

    • Three years of experience as an administrative assistant, in a clinical setting preferred
    • Proficient in Microsoft Office (Word, Excel, Outlook), Windows-based applications, and internet usage
    • Excellent organizational, decision-making, and oral and written communication skills to be able to communicate effectively with all levels of associates and the general public
    • Knowledge of modern office practices and operations, business etiquette, telephone protocol, machines and equipment
    • Knowledge preferred of clinical and business needs and processes within health care organizations.
    • Ability to assist in efficient office operations, work independently, and as a team member
    • Ability to maintain customer-service orientation and professionalism in all interactions
    • Ability to exercise discretion and confidentiality pertaining to the work environment
    • Ability to prioritize and organize a diversified workload and be able to produce high-quality results with meticulous attention to detail
    • Ability to remain focused and flexible while shifting/changing priorities, heavy workload and tight deadlines
    • Ability to acquire an understanding of organization and department policies and practices
    • Able to obtain and maintain criminal record/fingerprint clearance from the Department of Justice and the Federal Bureau of Investigation per Easter Seals Southern California and/or program requirements
    • Ability to travel locally with reliable transportation; maintains driving record in compliance with Transportation Safety Standards, and must have and maintain proper auto insurance and vehicle registration

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