A Non-Profit Organization in Little Rock, Arkansas, is looking for an experienced and professional Administrative Support Specialist to assist in the development, facilitation, coordination, implementation, and evaluation of events and other focused meetings, conferences, and appointments for assigned areas.
Hours: 8:00 to 4:30, Monday through Friday
Pay: $15 an hour
DUTIES
Administrative Support
- Maintain a working knowledge of department and contract deliverables
- Build knowledge of activities and functions across the organization
- Coordinate and organize team and internal and external business meetings, client, or third-party appointments, etc.
- Coordinate and support team meetings, workshops, and seminars as directed
- Organize, coordinate, and support periodic outreach presentations and education programs to facilitate the health care community's participation in activities and projects
- Assist in the development and achievement of schedules for projects, taking into consideration contract deliverables, client needs, department workload, resource/capacity constraints, and vendor capabilities
- Monitor timelines and ensure deadlines are met
- Create and store electronic records and maintain quality record keeping, following internal protocols, and naming conventions
- Assist with software implementation used to document and archive records associated with all departmental operations to include, but not limited to, continuing education activities and tracking new business opportunities
- Assist with developing forms and reports for assigned area(s) used for documentation and monitoring of activity performance, continuing education, deliverables, and timeframes
- Present progress and updates of project activities to team and all appropriate project staff at designated time intervals and as requested
- Assist assigned area(s) in the coordination and development of tools in collaboration with the project team and communications team
- Assist with specialized research; this research includes, but is not limited to, journal reviews, face-to-face interviews, focus groups, internet searches, research for presentation and sharing
- Create and maintain resource library, including updated log of all catalog numbers
- Communicate effectively with all internal and external customers
- Develop partnerships with entities recognized as being integral to meeting project goals
- Develop and/or maintain e-groups pertinent to each relevant group of contacts
- Collaborate with Admin Support to research team options for business travel
- Support finalizing travel arrangements with corporate travel coordinators
- Develop and maintain contact groups for each area(s) responsibility and related activity, both internal and external
- Adhere to format, content, and style guidelines, giving consideration to usability and ensuring accuracy, consistency, and quality
- Assist in coordination of employee relations activities
- Active participation in Administration Team meetings to address continuing education, skillset advancement, and corporate administrative needs
- Maintain knowledge in other areas to assist as needed with the overall operation of the department
- Follow organization, state, and federal protocols regarding data confidentiality/security and HIPAA compliance
- Perform data entry, organize, file, and maintain departmental records, manuals, and correspondence
- Receive and distribute all incoming correspondence, including fax, memos, reports, and e-mail
Project Management Support
- Use developed project management templates
- Coordinate and manage task information and evidence gathering, project participation, measurement, and evaluation
- Use project-tracking software for reporting purposes
Customer Service
- Facilitate clear communication across teams
- Communicate effectively with all internal and external customers
- Seek and facilitate problem resolution and general assistance or referral as needed
EXPERIENCE AND EDUCATION
- At last three (3) years' experience in administrative support at a professional level (required)
- Experience in health care and/or project coordination (preferred)
- High School diploma or equivalent (required)
- Associates degree (preferred)
SKILLS
- Intermediate knowledge of MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Must be able to type 50 words per minute
- Comprehensive understanding /knowledge of Business English and spelling
- Strong written and oral communication skills
- Ability to read, interpret, and apply laws, rules, and regulations
- Knowledge of quality improvement processes and techniques