Administrative Assistant - Shared Services

The Villages, FL

Full Time

1149 Main Street, The Villages, FL

Experienced

About The Villages Health
The Villages Health is a patient-centered primary care driven, multi-specialty medical group with over 800 team members. Our unique care model gives us both the time and resources to truly care for our patients, along with a company culture that supports a healthy work-life balance for our team members. Our purpose, mission and vision is to empower Villagers and the surrounding communities to live out their dreams by keeping them healthy and healing them quickly. Together, we are changing the way healthcare is delivered and are making a positive difference in the lives of our patients and the communities we serve. In doing so, The Villages Health is creating America’s Healthiest Hometown.

Our Full-time Benefits
Medical, Dental & Vision Insurance | Matching HSA & 401k | PTO & Paid Holidays | The Villages Charter School Eligibility | & much more!

Hiring Event
Please bring your resume and join us:

Friday, September 19^th from 9:30 AM to 1:30 PM at The Villages Health Administrative Office (6503 Powell Road, The Villages, FL 32163) – RSVP’s are encouraged through Eventbrite at https://bit.ly/4dThI2V

Responsibilities:
This is a non-exempt position that provides administrative support to ensure efficient operation of the office. Support both leadership and staff through a variety of tasks related to communication and organization. Candidates should be multi[1]taskers with excellent communication skills, one who has a polite and professional demeanor while assisting both management and visitors via in person, on the phone or e-mail. Candidates should be prepared and responsive, willing to meet each challenge directly and have a genuine desire to meet the needs of others.

Essential Duties and Responsibilities:

Duties and Responsibilities may include, but are not limited to:

Answer and direct phone calls to appropriate person or department.
Organize and schedule meetings and appointments.
Attend meetings, take notes, document, and distribute minutes.
Maintain division contact lists and rosters.
Produce and distribute correspondence memos, letters, faxes, and forms.
Assist in the preparation of regularly scheduled reports and monitoring of dashboards.
Submit and reconcile expense reports.
Provide general support to visitors to include tours.
Provide information to staff by answering questions and requests.
Research, create and update presentations as needed.
Write letters and emails on behalf of leadership.
Book conference rooms and conference calls via Microsoft Teams or preferred method.
Assist with travel arrangements for leadership including itineraries, hotel, flight, etc.
Fulfill and pickup as needed lunch and/or catering orders.
Handle sensitive information in a confidential manner.
Reply to e-mail, telephone and face to face enquires in a courteous, professional, and timely, manner.
Resolve any logistical administrative problems.
Monitor office for order and cleanliness; report any building maintenance needs to Commercial Property Management.
Manage team member meetings as needed.
Maintain office inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
Work in an organized manner, prioritizing and handling multiple tasks as required.
Assist Recruitment, scheduling interviews and confirming itineraries and conference room availability.
Perform duties as assigned that assist with Human Resources activities and events. This may include employee engagement, team building events and celebrations.
Use Marketing Store to order Webbmason products (envelopes, name badges, business cards, etc.).
Coordinate and communicate with administrative professionals in other departments or organizations in an effort to fulfill assigned tasks or duties.
Pay close attention to detail, work under pressure and meet deadlines.
Adhere to compliance and HIPAA Regulations
Perform other duties as assigned.

Education/Experience Requirements:

Associate’s degree (A. A.) or equivalent from two-year college or technical school preferred
Two or more years related experience in a high-level administrative position that required confidentiality and composure.
Must be proficient in Microsoft Office and a have ability to quickly learn any specific departmental software that may be required, including MS Teams, scheduling virtual events and meetings.
Must be extremely organized and flexible to adjust to multiple task requests and changing priorities.
Proven experience as a self-starter who can work with little direction.
Knowledge of office management systems and procedures
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent verbal and written communication skills
Strong organizational and planning skills
Skills in various office equipment including personal computer, fax, copier, projectors, multi-line phone systems, etc.
Skills in working with internet browsers
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Salary is commensurate with experience.

Questions? Contact us at [email protected]

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SELF-ATTESTATION

I certify that I have read and understand the applicant instructions included with this application and that the answers given by me to the foregoing questions and statements made by me are complete and true to the best of my knowledge and belief.

I understand that any false information, omissions, or misrepresentations of facts called for in this application, whether on this document or not, may result in rejection of my application or discharge at any time during my employment.

I understand that The Villages Health is an equal opportunity employer and does not unlawfully discriminate in employment and this application form is intended for use in evaluating my qualifications for employment and that this application is not an offer of employment.

I further understand that if hired, my employment will be considered "at-will" and that my employment may be terminated for any reason, with or without cause or notice, at any time by me or the Company and that this application is not intended to constitute a contract of continued employment.

I hereby authorize The Villages Health to contact, obtain, and verify the accuracy contained in this application. I authorize all persons, educational institutions, corporations, companies, agencies, and references to supply any information concerning my background. This includes authorizing the release of information about non-judicial punishment that might have occurred in any branch of the military service. If an official background check of my credit and criminal history is needed, a separate Disclosure Statement and Authorization will be provided to me.

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Administrative Assistant - Shared Services

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