MTAC Administrative Assistant
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.