Administrative Assistant Occupational & Environmental Medicine

Overview

The Occupational & Environmental Health team is seeking an Administrative Assistant to join the team! We are a team who is passionate, creative, determined, and has a can-do mindset.

The Administrative Assistant would perform a variety of independent standard administrative support, advanced and confidential secretarial work, in addition to a wide range of customer service-related duties. The Administrative Assistant composes and prepares correspondence, memos, reports, etc. They schedule and maintain calendar of appointments, patients, meetings and travel itineraries and coordinate arrangements. The AA may conduct special studies of an administrative nature, serve as a resource to patients and staff members and may monitor departmental budget accounts. They have a close working relationship with the Manager, administrative staff, and clinical team.

If you have a demonstrated experience as an effective collaborator, strategic planner, and problem solver we encourage you to apply.

This is a great opportunity for someone who

• Wants to do work that makes an impact!

• Cares about their team-members and fellow employees

• Is organized and understand that many small details add up

• Emphasizes quality in all the work you do, and knows that the customer experience matters

• Builds trust and rapport through every interaction

• Thrives in a fast-paces environment that requires flexibility, initiative, adaptability, and communication skills

• Has no problem rolling up their sleeves and working hard - no job too big, no job too small!

• Is resourceful and likes finding a way to move things forward

• Is comfortable with change - or at least comfortable being uncomfortable....our work is constantly evolving and that means you need to be too

This is a full-time, 40-hour/week benefitted day-shift position working Monday - Friday from 7:30am to 4:30pm.

Responsibilities

As part of the Dartmouth Hitchcock Occupational Medicine team, the administrative assistant's responsibilities include:

• Screens and assesses relative priorities of correspondence, inquiries and projects, organizes systems of distribution and review of these items to ensure proper flow through the office.

• Answers telephone, screens and directs calls, gives directions, and takes messages.

• Answers correspondence manages appointment scheduling system for administrator; types from rough copy.

• Schedules patients, manages calendars, schedules ancillaries, rotaries, and coordinates deposition scheduling.

• Composes drafts of selected correspondence, special studies, and/or finishes documents.

• Performs file/record management functions, prepares/constructs charts/department patient records, and obtains new medical record numbers.

• Completes and processes a variety of reports, forms, reimbursements, etc. Obtains authorizations and pre-certifications.

• Develops and maintains administrative office procedures and systems including filing systems, scheduling, drafting and document processing systems and distribution/routing systems.

• May conduct special studies of an administrative nature. Such studies may be carried out under general guidance of administrator or independently to identify problems and issues within the department.

• Serves as resource person who is able to direct persons and inquiries, and provide information. May conduct on the job training for new staff members and fives input into performance appraisals.

• Coordinates conferences/meetings and make travel arrangements.

• May monitor departmental budget accounts and keep administrator informed of expenditures. Addresses billing concerns, and solves patient billing issues. Reviews billing sheets.

• Performs other duties as required or assigned.

Qualifications

• Associates degree in Secretarial Science or a related field with 1 year of experience, (one year of which is supporting a managerial position) or the equivalent combination of education and experience required.

• Computer skills required.

• Ability to work independently, assess priorities and organize workload.

• Excellent communication skills required.

Required Licensure/Certifications

• None

Don't meet every single requirement?

Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Dartmouth Hitchcock Medical Center and Clinics, we are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

• Area of Interest:Secretarial/Clerical/Administrative;

• FTE/Hours per pay period:1.00 - 1.00 - 40 hrs/week;

• Shift:Day;

• Job ID:22244;

Dartmouth Health is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Dartmouth Hitchcock Medical Center and Dartmouth Hitchcock Clinics comply with applicable Federal civil rights laws and do not discriminate on the basis of race, color, national origin, age, disability, or sex. We do not exclude or treat people differently because of race, color, national origin, age, disability, or sex.