Anticipates needs of management team by reviewing schedules, preparing and gathering records, reports, correspondence or other necessary information; and monitoring and communicating status of work/projects. Offers assistance as needed. Immediately acknowledges and greets vendors, visitors, and others in a positive and helpful manner. Provides directions, information, and other assistance as needed. May set up meeting area and gather refreshments. Schedules and organizes meetings. Prepares and organizes meeting materials. Makes room arrangements and orders and picks up food. Takes meeting minutes as directed and emails/sends to designated individuals. Follows through on action items from meetings. Provides other assistance as needed. Answers the telephone in an efficient, pleasant and professional manner. Screens and forwards calls to, or accurately records messages for staff. Opens and sorts mail, distributes policies and documents, and collects signatures. Photocopies, scans, faxes and delivers information/documents as requested. Maintains various filing systems. M:\Management\HR\Job Descriptions\Administrative Assistant.doc Schedules interviews, and sends confirmations and reject letters as directed. Prepares orientation/training materials. Takes staff photos. Prepares and sends employee newsletter. Designs, types, and proofreads various letters, memos, documents, posters and forms. Accurately maintains spreadsheets. Researches, gathers, and organizes information. Enters data and assists with analysis. Maintains social media presence. Researches, proposes, writes and posts material. Orders and tracks supplies. Organizes and maintains office supply closet. Contacts outside vendors regarding requests, questions and issues. Researches competitive prices. Occasionally shops for supplies in person or online. May assist with payment posting. May assist other departments as time allows. Attends staff meetings as scheduled. Participates in clinic initiatives and training in a positive, collaborative manner. Adheres to clinic and departmental policies and procedures including confidentiality. Maintains courteous, professional relationships with vendors, visitors, providers, and coworkers. Refers concerns to Executive Director or another manager as appropriate.