Administrative Assistant

Apply Now

Description/Job Summary

Under direct supervision, provides routine administrative and clerical support to an individual, office, department or program. Incumbent produces a variety of documents using automated input and output equipment and related ancillary devices. Work requires general knowledge of the organization or program where assigned.  Work involves limited discretion and operating well within defined procedures and instructions and ability to meet deadlines.

Three business reference letters are required


Open, sorts, and routes mail. 
Screens telephone calls and visitors, as instructed handles routine matters, and types up messages and forwards to supervisor or appropriate parties as instructed.    
Transcribes meeting minutes expeditiously, formats, updates, and proofreads a variety of documents from materials created by others. Proofreads for grammatical, typographical and basic content errors. 
Composes and sends correspondence to faculty, staff, students and patients regarding routine inquires in accordance to general instructions and follows up to ensure responses. 
Accurately enters, updates, and retrieves information stored in files and databases. 
Prepares documents weekly and monthly for reports, tallies surveys, and reports, tables and forms and other material from handwritten copy, rough drafts or machine dictation using automated input and output equipment for reporting purposes. 
Prioritizes and schedules work assuring accuracy and speed in completion and meets deadlines. 
Makes changes in original document such as formatting and integrating other forms of media. 
Edits source documents and proofreads typed documents noting format, grammar, completeness and typographical errors on forms and applications. 
Develops, implements and maintains paper and electronic filing system on a daily basis which meet department needs and satisfy requirements for retention and information security.
Enters, updates, and retrieves information as needed in accordance with the files’ lists. 
Operates office equipment such as personal computers, photocopiers, scanner and dictation equipment. 

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. 
Incumbents perform other related duties as assigned. 
Specific duties and responsibilities may vary based upon departmental needs.


Required Skills

General knowledge of and skills in the practical application of generally accepted office practices and procedures.
General knowledge of business English, grammar, spelling, punctuation, sentence structure, proofreading, document formatting and editing.
Skill in transcribing minutes. Internet and email; Microsoft Word and Excel proficiency a must.
Skill in composing a variety of correspondence; in operating office equipment; in managing filing systems; in gathering and summarizing information; in maintaining confidentiality and handling sensitive matter with discretion and tact; in interacting with faculty and following up with faculty, students, public and staff at all levels in a courteous and efficient manner; in planning, organizing, prioritizing and executing routine and continuing assignments without instruction and meeting deadlines.
Ability to communicate effectively both orally and in writing; to understand and follow oral and written instructions; to project a professional and positive image of the institution


Required Experience

2 -3 years’ providing administrative support or a related experience in a clinic and/or hospital setting.  Related education may be substituted for experience on a year for year basis.

Applicant may be required to complete a skills assessment to be considered. 
This position requires specific skills such as typing 50-60 WPM, EXCEL spreadsheet knowledge, database, email, or knowledge of the Microsoft Office package

Required Education

High school diploma or general education degree (GED); some college preferred. 

Required Qualifications

Three business reference letters are required when offer for the position is extended.


Overtime, weekend, on-call and shift work may be required. However, needs to be approved by supervisor “prior”.

This job description is designed to give an outline of what job duties are expected of this position.  As an outline it does not fully describe or limit the extent of the position’s duties. 
 UM FDSP Associates PA and its supervisors may amend the job description as it deems necessary, without advance notice. 
The job description is not intended to create an employment contract and should not be perceived as such.



Apply Now

U.M. FDSP Associates. P.A. is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.