Well known College in NYC is seeking to add a temp Administrative Assistant with a possibility of going permanent.
Reporting to the Directors, the Administrative Assistant has responsibility for assisting in all activities and maintaining/running the Department.
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
Education, Preparation, and Training
Associate Degree or equivalent experience
Preferred experience in a clinical or medical office setting
Strong interpersonal skills
Strong writing skills
Ability to be organized and pay attention to detail
Ability to prioritize workload
Extensive Use of Computers
Extensive time sitting and standing
Able to lift up to 5lbs.
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