SUMMARY: 

The Administrative Assistant will interact with internal staff at all levels and external customers in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism. Confidentiality is crucial to this role.  Must have excellent written and verbal communication skills and strong decision making ability. 

ESSENTIAL FUNCTIONS: 

Provides professional administrative support for the programs administered by the Education & Community Programs Manager.

• Provides support to the Executive Assistant to the CEO, CFO, COO, CSIO, and GC, as needed.
• Maintains contact with course coordinators, clinical training site reps, etc., within and outside the organization on behalf of the Education & Community Programs Manager.
• Maintain appropriate physical and mental health required to perform the essential functions of this job.  
• Regular and timely physical attendance during assigned work hours.  
• On-call and overtime work required in emergencies and at other times as directed or assigned.

ESSENTIAL SKILLS:

• Exercises initiative and leadership over routine administrative detail.
• Exhibits well-developed skills in effectively and comfortably interacting with all levels of management and employees
• Demonstrates passion, humility, integrity, a positive attitude, and is mission-driven and self-directed 
• Work effectively as member of the MedStar team.
• Complete other projects and/or responsibilities as assigned by the Chief Operations Officer.
• Ensure confidentiality of medical and all other discretionary information.

JOB DUTIES:

• Performs administrative duties inclusive of scheduling meetings, taking minutes, expense reports, ordering food for meetings, travel arrangements, create purchase orders and documentation management.
• Coordinates and manages meetings, communications, files and materials preparation for meetings.
• Coordinates requests for community training initiatives.
• Schedules and coordinates department, instructor, or student meetings.
• Enters roster information and completes qualification/certification cards for classes for distribution.
• Ensures student files are up to date and complete for EMS Education Programs
• Coordinates instructors for various EMS education and certification classes.
• Supports budget process as needed.
• Facilitates all incoming mail; prioritize response and action items.
• Exercises independent decision-making, problem-solving and collaborative skills. 

WORKING CONDITIONS:

• Mostly, an air-conditioned office environment

 PHYSICAL DEMANDS:

• Sit for extended periods of time
• Walk, stand, bend, squat, twist and reach
• Simple grasping and fine manipulation
• Extended keyboarding 
• Ability to lift up to 50 pounds
• Ability to stand for long periods of time and work in a variety of outdoor environments which can include inclement weather

MINIMUM REQUIREMENTS:

• High school diploma or a GED.
• At least three years prior administrative support experience.
• Intermediate level experience with Microsoft Office applications: Word, Excel, PowerPoint, and Outlook.
• Can handle sensitive information with the highest degree of integrity and confidentiality. Position continually requires demonstrated poise, tact and diplomacy.
• Extremely organized. Strong multi-tasking and time-management skills. 
• Proven track record of maintaining strict confidentiality. 
• Exceptional interpersonal skills, professionalism and ability to work with external agencies.
• Excellent verbal & written communication skills. 
• Professional demeanor and dress is essential.
• Flexibility to deal with interruptions, changing priorities, and deadlines. 
• Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
• Must not have been excluded by the OIG to Participate in Federally Funded Heath Care Programs

PREFERRED REQUIREMENTS:

• Associate’s degree in business or similar field.
• Current EMT certification
• Previous emergency medical services experience.