Administrative Assistant

2 weeks ago
Job ID
2017-2886
# of Openings
1
Category
Finance
Type
Full Time Regular

Overview

At

At Matrix, you will have endless opportunities to positively impact the communities in which we work and to affect the lives of health plan members who we serve.

Everything Matrix does starts with a successful phone call that encourages health plan members to accept our invitation to visit them and support their health needs. The contributions of our Member Relations and Clinical Support Services teams are at the heart of our organization’s success.

You will be embraced in this culture that values integrity, innovation and passion, and you will be given the tools you need to succeed.

You will be part of a team that shares an unyielding commitment to improve the quality and accessibility of healthcare. And together, we have the power to make a difference - it’s the nature of what we do.

Reporting to the Manager of Facilities and Administration, the Administrative Assistant is responsible for providing general administrative, clerical and facilities support to the organization. Serves visitors by greeting, welcoming, and directing them appropriately and notifies company personnel of visitor arrival. This position will represent a professional company image in working with local leadership and internal/external customers.

Primary interactions are within the facilities function as well as the entire contact center personnel. Interaction with external vendors as well as internal customers.  

Responsibilities

  • Greets and Check in Guests. Assures that the sign-in book is maintained
  • Maintains vendor entry and assigns visitor & escort badges for guest and interview candidates. Manages employee list of lost or forgotten badges, new hire badges
  • Responsible for administrative support to include, EFax, Fed Ex, expense reports, etc.
  • Schedules and manages calendar requests for conference, training and meeting rooms
  • Answers and directs main line calls appropriately
  • Maintains safe and clean reception area
  • Orders food for internal & external meetings      
  • Responsible for handling all incoming/outgoing mail and distributes as appropriate
  • Submits vendor service tickets for facility related issues
  • Conducts daily, weekly and monthly inventory checks of Facility related equipment that are considered appreciated expenses
  • Maintains and orders office and break room supplies while keeping supply costs under monthly budget. Distributes office supplies to all departments, as needed. Replenishes break room supplies and inventory stock of all facility break areas.
  • Assists in monthly printing of certificates and awards for Member Relations and Clinical Support Services departments
  • Responsible for entering all SysAid tickets appropriate to Facilities
  • Supports leadership staff in assigned project based work
  • Creates How-To documents for administrative tasks for streamlining processes and procedures
  • Manages Contact Center Phone list for FL and AZ locations
  • Responsible for updating and maintaining Facilities SharePoint tab
  • Track and report monthly Facilities expenses against budget for monthly spend comparison
  • Manage Employee Discount Programs such as Tickets at Work, Costco/Sam’s Club/Credit Union and bi-weekly onsite car wash services.
  • Manages company Fleet vehicles coordinating requests, schedule maintenance as needed

 

  • Performs additional duties and responsibilities as assigned

 

Qualifications

  • Minimum of two years Clerical or Administrative experience.
  • Consistently demonstrates high level of professionalism and confidentiality.
  • Strong customer focus.
  • Excellent written and verbal communication skills.
  • Strong interpersonal skills. Effectively maintains collaborative and productive working relationships.
  • Experienced and proficient in Excel, MS Word, Outlook and various database software.
  • Exceptional organizational skills. Able to follow through on multiple, concurrent priorities.
  • Track record of working well under pressure and meeting tight deadlines in a fast paced, dynamic environment.
  • Strong problem solving and decision making skills.
  • Able to work overtime on short notice.

 

Core Competencies:

  • Proven organizational skills and ability to manage multiple tasks and administrative processes.
  • Ability to manage competing priorities and effectively prioritize tasks. Proven attention to detail and accuracy skills.
  • Solid interpersonal and customer service skills for effective communication with all employee levels

Educational Requirements:

  • High School Diploma or a GED equivalent combination of education and related experience.

 

Travel Requirements: None

 

Matrix Medical Network is a proud equal opportunity employer

Interested candidates should apply at: careers.matrixmedicalnetwork.com

Matrix
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