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Administrative Assistant

  • Location: New York, NY
  • Job Type: Direct Placement
  • Ref No: 19-06425
  • Date: October 29, 2019
  • Job title:
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Job Description - Administrative Assistant

Well known College in NYC is seeking to add a temp Administrative Assistant with a possibility of going permanent.


JOB SUMMARY

:

Reporting to the Directors, the Administrative Assistant has responsibility for assisting in all activities and maintaining/running the Department.



JOB RESPONSIBILITIES:

Assists the Directors with administrative detail needed in conducting daily activities and management of the assigned Department and portions academic program to include, but not limited to the following:

  • Writes and follows up letters, memos, purchase orders, travel forms or expense reports as directed by Clinical Director.
  • Organizes and daily administrative tasks required in the running of the Department
  • Downloads and distributes student session plans
  • Tracks submission of session plans
  • Maintains attendance list for client sessions
  • Faxes attendance list for billing
  • Calls clients daily for appointments (and students regarding cancellations)
  • Collects payments, records and gives receipts to clients
  • Delivers client and third-party checks to Bursar's office
  • Contacts clients regarding scheduling of assessments and scheduling of appointments
  • Answers phones, responds to correspondence and personal inquiries regarding the Department and the Graduate Program. Takes messages, relevant information and refers calls to appropriate staff or faculty
  • Maintains client files: tracks files and tests by maintaining sign-out/in sheets, reviews file contents, follows-up for missing/needed forms.
  • Distributes (and re-filing) files, tests and test protocols for therapy and evaluation sessions
  • Maintains confidentiality of files in locked cabinets.
  • Tracks and maintains supplies in the Department. Completing P.O.s and follows up on orders as needed
  • Checks condition of Speech and Hearing Center (presence of infection control materials, maintenance, etc.). Contacts appropriate department for repairs and/or maintenance of equipment
  • Contacts NYS Disability for assessments: makes appointments, creates files, completes necessary forms, faxes, arranges for supervisors and students in designated appointments, keeps records for State appointments
  • Calls publishers for desk copies of books as directed by Program Chair
  • Special projects as needed by the Clinical Director or Program Director





REQUIREMENTS:





Education, Preparation, and Training

  • Associate Degree or equivalent experience
  • Preferred experience in a clinical or medical office setting

Skills

  • Strong interpersonal skills
  • Strong writing skills
  • Ability to be organized and pay attention to detail
  • Ability to prioritize workload

Physical Demands

  • Extensive Use of Computers
  • Extensive time sitting and standing
  • Able to lift up to 5lbs.

Computer Skills

  • Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook
  • Able to produce charts etc for scheduling and presentation of materials for staff and students

 




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