Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support to assigned leadership and department staff. The duties of the position include:

• Provides day-to-day administrative support to assigned supervisor, manager, or department and helps coordinate priorities, deadlines, and follow-up activities.
• Manages calendars and schedules appointments, meetings, conference calls, and other commitments; identifies scheduling conflicts and communicates changes promptly.
• Coordinates meetings by reserving space, preparing agendas and meeting materials, arranging technology or virtual meeting access, notifying participants, and confirming attendance as needed.
• Attends assigned meetings, takes clear and accurate notes, types and formats meeting minutes, identifies decisions and action items, distributes approved minutes, and maintains official meeting records.
• Drafts, types, proofreads, formats, and distributes correspondence, memoranda, reports, presentations, forms, spreadsheets, and other documents using appropriate grammar, spelling, and organizational standards.
• Compiles information and prepares routine reports, summaries, tracking logs, and data as requested; follows up with responsible parties to obtain missing or overdue information.
• Maintains organized electronic and paper files, records, and departmental documents in accordance with retention, confidentiality, and document-control requirements.
• Receives, screens, and routes telephone calls, emails, visitors, and requests; takes complete messages and responds or refers matters promptly and courteously.
• Processes incoming and outgoing mail, correspondence, packages, and deliveries; distributes materials to the appropriate individuals or departments.
• Assists with department projects, events, orientations, training sessions, and other activities, including preparing materials, coordinating logistics, and tracking completion.
• Orders and maintains office supplies and materials; monitors inventory and coordinates service or repair of office equipment as directed.
• Processes routine administrative forms, invoices, purchase requests, expense documentation, or other department paperwork accurately and within established timeframes.
• Maintains confidentiality of employee, patient, organizational, financial, and other sensitive information and shares information only with authorized individuals.
• Provides backup administrative support to other departments or leaders when needed and performs other duties as assigned.

Education/Experience/Skills

• High school diploma or equivalent required.
• One (1) to three (3) years of administrative, clerical, office-support, or related experience required.
• Associate degree in business administration, office administration, or a related field preferred.
• Experience preparing formal meeting minutes and supporting managers, committees, or leadership teams preferred.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
• Strong written communication skills, including the ability to take accurate notes and prepare clear, concise, and professional meeting minutes, correspondence, reports, and other documents.
• Professional verbal communication, customer-service, and interpersonal skills, with the ability to interact effectively with employees, patients, leadership, board or committee members, community partners, and the public.
• Proficiency with Microsoft Office applications, including Word, Outlook, Excel, PowerPoint, and Teams, and the ability to learn other software and document-management systems.
• Keyboarding proficiency sufficient to prepare minutes, correspondence, reports, and other documents accurately and efficiently; a minimum typing speed of 40 words per minute is preferred.
• Ability to use standard office equipment, including computers, printers, scanners, copiers, multiline telephone systems, and audiovisual or virtual-meeting technology.
• Ability to exercise sound judgment, use discretion, maintain confidentiality, and recognize when a matter should be referred to leadership.
• Ability to work independently, anticipate needs, follow through on assignments, and collaborate effectively with others.
• Ability to proofread work for accuracy, grammar, spelling, punctuation, formatting, and completeness.
• Valid driver’s license and reliable transportation when travel or mail delivery is required.

Hours

Full-time – 40 hours per week. Monday – Friday, 8:30 am – 5:00 pm

Location

Hartsville, SC

CareSouth Carolina is committed to providing equal employment opportunities to all individuals. We welcome and encourage applications from all qualified individuals, without regard to race, color, age, sex, pregnancy, gender identity or expression, sexual orientation, religion, creed, national origin, ancestry, marital status, citizenship, genetic information, disability, military or veteran status, or any other characteristic protected by law.