Administrative Operations Assistant

SUMMARY: To provide administrative support to the Chief Operating Officer. Manage and coordinate daily operational activities and systems as well as individual operations projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Schedule and organize complex activities such as meetings, travel, conferences and department activities for the Chief Operating Officer.
• Act as a liaison with other departments and outside agencies, and handles confidential and non-routine information for the Chief Operating Officer.
• Type and design general correspondence memos, charts, tables, graphs, business plans, minutes of the Environment of Care Sub-Committee meetings, strategic Planning meetings etc. for the Chief Operating Officer.
• Organize and prioritize large volumes of information and calls.
• Sort and distribute mail, drafts written responses to regularly occurring request for information by phone or email.
• Work with managers and other operations staff to ensure that administrative tasks are completed. Ensure that business functions efficiently.
• Assist with recruitment and onboarding processes.
• Maintain Operations’ staff schedules, and provide administrative support to the time approval payroll process for Operations Staff.
• Ensure Operations’ new-hires are properly on-boarded and set up with systems access and required job resources.
• Ensure new-hires are adequately trained to perform assigned duties in accordance ARMS Policies and Procedures.
• Work independently and with a team on special non-recurring and ongoing projects.
• Work with the Chief Operating Officer to plan, schedule and review staff workloads to ensure tasks are completed in a timely manner and within budget.
• Analyze all operations and forward suggestions for improvement to the Chief Operating Officer.
• Perform additional tasks as assigned.

QUALIFICATION REQUIREMENTS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Possess excellent computer literacy.
• Excellent written and verbal communication skills.
• Superb organizational skills.
• Outstanding interpersonal skills.
• Knowledge of general medical operations.
• A willingness to learn.

EDUCATION AND EXPERIENCE:

Associate Degree or four years of relevant experience, or equivalent combination of education and experience required.

OTHER SKILLS AND ABILITIES:

Previous experience in a similar role

Relevant certificates or certifications

Additional courses in Business, Clerical Office Administration, or a relevant course

Job Type: Full-time

Pay: From $17.00 per hour