Administrative Assistant II

• Responsible for performing a wide variety of administrative duties to support assigned organizational unit. Assists program/department head or staff with coordination and execution of administrative tasks necessary to meet the goals and objectives of the department/agency. Works under moderate supervision.

What We Provide

• Referral bonus opportunities

• Generous paid time off (PTO), starting at 20 days of paid time off and 9 company holidays

• Health insurance plan for you and your loved ones, Medical, Dental, Vision, Life and Disability

• Employer-matched 401k retirement saving program

• Personal and financial wellness programs

• Pre-tax flexible spending accounts (FSAs) for healthcare and dependent care and commuter transit program

• Generous tuition reimbursement for qualifying degrees

• Opportunities for professional growth and career advancement and CEU credits

What You Will Do

• Performs and provides administrative support functions such as photocopying, faxing, collating materials, filing, and preparing packages, to support department or program.
• Answers and screens telephone calls using appropriate greeting, takes detailed and accurate messages, routes calls to appropriate person, areas or program. Responds to inquiries, requests for information and resolves routine and more complex issues. Follows-up with internal and external clients and advises supervisor of unusual and complex issues, obtaining necessary documents. Provides accurate information on VNS Health Programs.
• Greets and screens visitors, notifies appropriate party of arrival and researches and provides information, when necessary. Provides coverage for the reception area, as needed.
• Coordinates and schedules meetings, arranges logistics and equipment needs, prepares and distributes meeting notifications and invitations, and establishes attendance list. Prepares agenda and materials for meetings. Takes minutes, as needed. Follows-up with participants to ensure assigned activities are completed within project deadline and advises department/program head or staff of status, as directed.
• Maintains calendar of activities for department/program head and/or staff, schedules meetings and keeps management informed of commitments and changes. Schedules and maintains departmental activity or space calendar (e.g., conference rooms) for meetings and educational programs.
• Compiles data and information, enters into systems, databases or other programs and generates reports, charts and graphs using personal computer and appropriate software systems.
• Conducts basic research. Summarizes information and prepares reports on findings.
• Processes bills and invoices, prepares check requests, maintains expense ledger, reconciles petty cash fund and performs other aspects of a routine financial nature. Keeps supervisor informed of status.
• Receives, opens, sorts and directs incoming mail and routes outgoing mail to appropriate area for action. Prepares and sends mailings and packages.
• Monitors, orders and maintains inventory of department supplies and equipment. Calls for service and equipment repairs as necessary.
• For some departments, may be required to drive to other VNS Health locations using a VNS Health supplied vehicle to pick up mail and other related supplies, as needed.
• Participates in special projects and performs other duties as assigned.

For Veterans Program Only:

• Flexibility to work hybrid.
• Coordinates events and presentations.
• Participates in special projects and performs other duties as assigned.

Education:
High School Diploma or the equivalent required

Bachelor's Degree in Business Administration, Office Management, Technology, or related discipline preferred

Work Experience:
Minimum two years general office experience required

Effective oral, written and verbal communication and customer service skills required

Intermediate computer skills, including Microsoft Word, Excel required