Take Care Health Systems, the leading provider of integrated workplace health and productivity management solutions, is seeking a Senior Administrative Assistant to join our Conshohocken, PA corporate office. This position is a vital member of the Operations Team.
As part of Walgreens Health and Wellness division, Take Care Health Systems includes Take Care Consumer Solutions ( www.takecarehealth.com ), managers of convenient care clinics located at select Walgreens drugstores nationwide, and Take Care Employer Solutions ( www.takecareemployersolutions.com ), managers of worksite-based health and wellness services. The company combines best practices in healthcare and the expertise and personal care of our trusted community of providers to deliver access to high-quality, affordable and convenient healthcare to all individuals. We operate on-site employee health centers, pharmacies and fitness centers for many of the country’s largest corporations and federal agencies.
Position Summary: Under limited supervision, performs advanced and diversified administrative duties, for the head (typically a Division VP or Director) of a large organization unit. Assists in the development and maintenance of records, statistics, and reports; coordinates data and distributes information to the staff. Handles confidential matters and performs support functions which require a broad and comprehensive experience, skill and knowledge of Company policy and procedures. May utilize the assistance of lower level administrative assistants to complete tasks. Structures and organizes activities of the head of the organizational unit to facilitate the efficient operation of the department. Maintains excellent relationships with others.
Essential Job Functions: Structures, organizes and expedites the activities and workload of the head of the unit’s office. Prioritizes schedules, maintains calendar and develops a system of follow-up for projects, meetings and issues to assure the head of the unit’s office operates efficiently and effectively. Arranges and coordinates details for meetings, conferences, and special events. Screens correspondence. Prioritizes the mail and responds to correspondence as appropriate. Refers more complex and/or urgent correspondence to the head of the unit, gathers any additional information needed to respond. May compose and initiate routine correspondence. Represents the head of the unit professionally and effectively when dealing with internal and external contacts. Screens and prioritizes telephone calls and redirects to individuals who can quickly and efficiently respond. Calls that can only be handled by the head of the unit are referred to him/her. As appropriate, responds and resolves issues and answers questions within understood policies and procedures. Prepares reports, presentations, documents, etc. based on general instructions. Maintains relevant databases and related records. Review presentation materials to ensure that the head of the organization unit is able to effectively deliver the presentation to the intended audience. Distributes information and materials to the staff as required. Assists in compiling and developing the unit’s annual budget. Processes expense reports and monitors incoming invoices. Prepares forms to process and pay invoices. Communicates and/or coordinates the head of the unit’s instructions with various individuals and/or departments. Furnishes and obtains information from other executives or outside representatives. Handles confidential and/or sensitive information with high discretion. Obtains and furnishes information on behalf of the head of the unit. May manage various administrative projects. Participates in gathering research and generates reports as needed. Notifies project participants on timelines and completion dates. Makes necessary travel arrangements, including ground transportation and hotel accommodations. Prepares travel itineraries for the head of the unit and his/her direct reports May provide administrative support for multiple managers, either on a full-time or as needed basis. May delegate work to less experienced administrative staff. May coach and mentor these individuals. Provides input on performance evaluation.
Required Qualifications: High School Diploma/GED and at least 5 years of general administrative experience (ex. Answering phones, making travel arrangement, distributing correspondence). At least 1 year of experience coordinating and scheduling multiple events simultaneously. At least 3 years of experience managing calendar for 1 or more individuals (for example: setting up meetings and determining the priority of meeting requests and events). Experience working with individuals at the executive level Experience building and maintaining relationships within a team. Basic email and internet explorer skills (sending, receiving, and organizing communications). Intermediate level skill in Microsoft Excel (for example: using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling). Intermediate level skill in Microsoft PowerPoint (for example: applying a theme, formatting character spacing, inserting a picture, changing slide layout and theme colors, adding transitions, customizing slide numbers, changing chart style and/or formatting font). Intermediate level skill in Microsoft Word (for example: inserting headers, page breaks, page numbers and tables and/or adjusting table columns). Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates. Experience developing ways of accomplishing goals with little or no supervision, depending on oneself to complete objectives and determining when escalation of issues is necessary.
Preferred Qualifications: Associates or Bachelor’s Degree
Take Care Health Systems is proud to be an equal opportunity employer
of nice people! M/F/D/V
At Take Care Health Systems we offer a more personalized, human approach to healthcare.
Our Take Care Clinics, conveniently located in...