Assistant Administrator Job Description: Top Duties and Qualifications

An Assistant Administrator, or Administrative Assistant, is in charge of carrying out day-to-day organizational tasks and facilitating efficient communication across an entire office or specific department. They answer phones, manage office calendars, update databases and complete general clerical work and recordkeeping tasks.

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Assistant Administrator duties and responsibilities

Use this section to outline your expectations of your new Assistant Administrator. It is helpful to include how your new Assistant Administrator will work with your company as a whole. Include their daily functions and responsibilities, which might involve the following:

  • Arranging staff meetings and scheduling appointments
  • Answering or transferring phone calls and taking messages for select staff members
  • Maintaining the office calendar
  • Writing memos, correspondence, invoices, receipts, spreadsheets and other reports as needed
  • Keeping the office database and filing system up to date and organized
  • Purchasing office supplies and work with vendors
  • Working with office equipment vendors to purchase and maintain office equipment such as printers and fax machines
  • Sorting and delivering all mail and faxes

Assistant Administrator Job Description Examples:

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Assistant Administrator

Objective:

  • To effectively and efficiently provide administrative support to our Personal Injury department.

    Job Duties:

  • Processes paperwork for new patients efficiently and in accordance with protocols.

  • Answers and screens inquiry calls and emails from prospective patients.

  • Collects data to help with the admission process.

  • Communicates with other team members constructively in order to reduce conflict and enhance the resolution of issues.

  • Respects client and is committed to upholding Hipaa compliance

  • Heavy data entry

    Requirements:

  • Demonstrates the ability to use standard office equipment such as telephones, computers, copiers, fax machines and others.

  • Displays the ability to communicate with others effectively, listen closely and convey points clearly.

  • Shows proficiency with computer programs which may include Microsoft Word, Excel, PowerPoint, Outlook and others.

  • Demonstrates excellent customer service skills and the ability to calm patients who may be distraught.

  • Shows the ability to calm frustrated patients quickly and make decisions based upon anticipated outcomes.

  • Possesses the ability to adjust to constantly changing workloads.

  • Must work well with other team members and any outside parties.

  • Must have data entry experience.

    Preferences:

  • Knowledge in Personal Injury preferable

  • Knowledge in Monday.com preferable

  • Medical Terminology

  • Previous experience working in a law firm

  • Bilingual

    Job Type: Full-time

    Salary: $13.00 to $15.00 /hour

    Experience:

  • Administrative: 1 year (Required)

  • Medical Terminology: 1 year (Preferred)

    Additional Compensation:

  • Other forms

    Benefits:

  • Health insurance

  • Retirement plan

  • Paid time off

    Typical start time:

  • 8AM

    Typical end time:

  • 5AM

    Schedule:

  • Monday to Friday

  • Day No
  • ×

    Assistant Administrator

    Assistant LMS Administrator (Part-Time, Remote Position)

    This Assistant LMS Administrator will work closely with the course design team in order to create high-quality learning experiences. This position is responsible for building this content in a Learning Management System (LMS). In addition, this position will be the point person for student and faculty training and support.

    This a 100% remote position and the individual should be able to work with minimal supervision, have the ability to multi-task, be detail-oriented, dependable, and possess excellent organizational, written and verbal communication skills. 15-20 hours per week with a salary range between $18-$22 per hour.

    Job Responsibilities

    Depending on current projects, responsibilities may include:

  • Building, maintaining and supporting online courses in Moodle

  • Acting as part of a team of Moodle Administrators

  • Understanding and utilizing naming conventions and branding guidelines in courses, activities, and admin settings.

  • Import/convert/export and manage large-scale Moodle Question Banks

  • Working with publishers to access and utilize instructional resources

  • Creating, organizing, and maintaining cloud repositories for instructional resources

  • Liaise between faculty, students, and IT staff, communicate effectively using both academic and technical language

  • Maintain a collaborative relationship with faculty about in-session and future courses to gather information about common issues, questions, and suggestions.

  • Answer support requests by faculty and students. Effectively and efficiently troubleshoot issues and respond with clear explanations and instructions. Adapt support to the user's needs and comfort with technologies.

  • Detect common support issues and compose documentation in accordance with a style guide.

  • Train faculty in basic LMS functionality and methods for implementation

    Requirements and Qualifications

  • 2+ years of LMS management experience (Moodle preferred)

  • Highly detail-oriented and capable of maintaining quality and consistency in repetitive tasks.

  • Ability to multitask and manage competing priorities

  • Ability to collaborate and share duties within projects, willingness to regularly document progress.

  • High-level competency in Microsoft Office Suite including Office 365.

  • Experience with converting question banks using TestGen, ExamView, Respondus (preferred)

  • Technical skills including troubleshooting, file structures, content management, and LMS systems

  • Excellent verbal/written communication skills with the ability to interact with all levels within the organization

  • Ability to write clear and accurate technical documents describing processes and standards

    To Apply

    To apply, please complete our online form at https://forms.gle/UXDYpHbwZBPZWL9P7

    Note you will need to use a Gmail account to submit. If you don’t have one you can create one for free. You are however free to use any email address you’d like for the email address field on the form.

    Job Type: Part-time

    Salary: $18.00 to $22.00 /hour

    Experience:

  • LMS management: 2 years (Required)

    Work Location:

  • Fully Remote

    Benefits:

  • Work from home

    Hours per week:

  • 10-19

    Schedule:

  • Monday to Friday

  • No weekends

    Company's website:

  • Yes
  • ×

    Assistant Administrator

    Horizon Health and Subacute Center has an exciting opportunity for a career minded person who is interested in the healthcare industry, making a difference in the life of post-acute patients.

    Horizon Health and Subacute Center is a leading provider of short term and long-term care in the Fresno California area. As a leader in the delivery of care to post acute patients, the company has an opportunity to grow new strong leaders for the continued growth in this healthcare market. Applicants to the Assistant Administrator position must be dedicated, customer service driven, and eager to develop a new career path. Must have keen attention to details, self-starter, able to manage projects, marketing and program developments.This is an excellent opportunity for new graduates looking to excel in the business or healthcare profession.

    The Assistant Administrator will work alongside the Administrator in leading and directing the overall operations of the facility in accordance with government regulations, customer needs, and company policies, with a focus on maintaining quality care for the patients while achieving the facility’s business objectives. The candidate will have the opportunity to expand their knowledge in the healthcare profession, specifically long-term care. Applicants will assist in the overall operation of the nursing facility in accordance with federal and state regulations, participate in budgeting and financial operations, customer service delivery and community outreach programs. The applicant will be trained in government regulations, provision of excellent resident care, compliance and ethics, and overall facility operations of all ancillary departments. Applicants will have the opportunity to learn about the profession as a possible career path.

    Horizon Health and Subacute Center is a leader in transitional, rehabilitative and long-term care with a strong commitment to giving back to our communities. We offer competitive salary, and an attractive benefits package.

    Job Type: Full-time

    Education:

  • Bachelor's (Required)

    Work authorization:

  • United States (Required)

    Work Location:

  • One location

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Retirement plan

  • Paid time off

  • Professional development assistance

    This Job Is Ideal for Someone Who Is:

  • Dependable -- more reliable than -- enjoys taking on challenges, even if they might fail

  • People-oriented -- enjoys interacting with people and working on group projects
  • What does an Assistant Administrator do?

    Assistant Administrators usually work in an office environment as support staff who help their colleagues stay organized and effectively communicate internally with one another and externally with clients. They schedule appointments and update shared calendars to reflect each employee’s commitments and availability. Assistant Administrators create spreadsheets and reports based on company records to make information more accessible for their colleagues. A key part of the Assistant Administrator role is ensuring that employees have access to the tools they need to complete their work by stocking office supplies, ordering inventory, distributing equipment and updating old tools.

    Assistant Administrators are in charge of working with vendors to maintain office equipment and supplies. Editing documents, basic bookkeeping and keeping files or libraries organized are all parts of the Assistant Administrator’s job. Creation of reports, spreadsheets and presentations may also be included in their job description. 

    Assistant Administrator skills and qualifications

    Use this section to describe the skills and qualifications you would like to see in your Assistant Administrator. It is a good idea to include education requirements, job experience, certifications and technical skills. Soft skills and personality traits that you think are important for success should also be included here:

    • Strong leadership skills
    • Excellent written and verbal communication
    • Experience with various forms of office software and equipment
    • Able to write reports and presentations
    • Good interpersonal skills
    • Ability to work with staff across multiple departments 
    • Ability to work with budgets and create spreadsheets

    Assistant Administrator salary expectations

    An Assistant Administrator makes an average of $15.57 per hour. Pay rate may depend on level of experience, education and the geographical location. 

    Assistant Administrator education and training requirements

    A high school diploma or the equivalent is usually preferred for an Assistant Administrator. Experience in using word processing and spreadsheet programs is also an important requirement. If your assistant administrator will be working within a medical or legal setting, community college or technical school classes may be required in order to learn industry-specific terminology and practices. Higher-level or executive Assistant Administrators may be required to have taken college classes or have a college degree.

    Assistant Administrator experience requirements

    Assistant Administrators may be considered an entry-level role. Entry-level Assistant Administrators usually have on-the-job training to prepare them for their day-to-day work. Assistant Administrators in specialized fields such as medical or legal may be required to have on-the-job experience prior to working for your company. To work on the executive level, assistant administrators usually need several years of work experience.

    Job description samples for similar positions

    If you’re recruiting for positions related to the Assistant Administrator, see our job descriptions for similar roles:

    Frequently asked questions about Assistant Administrators

     

    Who does an Assistant Administrator report to?

    Depending on the seniority structure of their employer, Assistant Administrators can report to Administrative Managers, Administrative Directors or the head of a specific department. Because they are in charge of providing general clerical and organizational help to their team, Assistant Administrators also indirectly report to different leadership roles in an office environment. For example, the Assistant Administrator for the accounting department at a software company could be directly supervised by the firm’s Head Administrator while also reporting their workflow to Accountants, Bookkeepers and Financial Analysts to keep everyone updated on the status of different kinds of information.

     

    What qualities make a good Assistant Administrator?

    Some of the characteristics of a good Assistant Administrator are tenacity, resourcefulness and intuition. People who excel in Assistant Administrator roles are able to anticipate the needs of their colleagues and use that information to organize communications, company records and resources. They are natural problem-solvers and are flexible when handling new challenges. Good Assistant Administrators are also highy professional, friendly, outgoing and positive. These traits allow them to encourage people to work together and gain access to essential resources and information on behalf of their team.

     

    What is the difference between an Assistant Administrator and an Office Administrator?

    Some companies use the titles Assistant Administrator and Office Administrators interchangeably, but other organizations distinguish the two roles by their level of responsibility. Usually, Office Administrators have a more managerial role that involves overseeing the daily operations of an office, while Assitant Administrators actually carry out specific clerical tasks and communication responsibilities. For example, Office Administrators might schedule shipments for office supplies while Assistant Administrators would accept the shipment, stock shared office areas and pass out the supplies to their colleagues.

     

    What are the daily duties of an Assistant Administrator?

    On a regular day, Assistant Administrators begin by checking phone and email messages and directing them to the appropriate person. During their shift, they accept calls, greet customers, sort files, perform data entry tasks and send invoices to clients. They can send out reminders about appointments and meetings, arrange for transportation to corporate events and place orders based on the budgets they are given.

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