Administrative Assistant at Park Dental

Roseville, Minnesota, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Jun, 26

Salary

0.0

Posted On

17 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Mail Handling, Inventory Management, Scheduling Support, Travel Booking, Expense Reporting, SharePoint Management, Survey Monkey, Sign-Up Genius, Microsoft Outlook, Microsoft Word, Microsoft Excel, Communication, Time Management, Problem Solving

Industry

Dentists

Description

Overview The Administrative Assistant is accountable for working with Executive Assistant in managing the Administrative team’s daily projects and duties as assigned. Responsibilities Essential Job Duties: Daily -Receive and document incoming packages; includes USPS, UPS, FedEx and courier packages. Also includes: - Posting outgoing USPS mail & delivering incoming mail - Delivering packages and/or notifying the recipients - Problem solving to locate lost packages - Greeting visitors to the Resource Group, checking them in and notifying meeting organizers. - Monitor calendars for the Chief Clinical Officers (Dr. Law and Dr. Steele) and flag potential scheduling conflicts. - Maintain inboxes (Fax, General Inquires, Supply Order) Weekly - Practice supply orders; includes filing orders for brochures and various practice supplies (printed materials), for our dental practices. Also includes sending orders to vendor, filling orders from Resource Group inventory and maintaining inventory at the Resource Group. - Name tag orders; includes sending orders to vendor, labeling name tags when they arrive, and sending them to the correct practice. - Manage sporting event tickets (e.g., MN Twins, Saint Paul Saints, MN Wild) attendance confirmations, occasional raffles, and , timely ticket distribution). - Manage inventory of office & cleaning supplies at the Resource Group. - Ordering Iron Mountain Boxes for Records Destruction Project based on team members working. Ongoing/As Needed - Provide scheduling support as needed, including coordinating and rescheduling meetings. - Update and manage internal contact rosters, schedules, and other documents on SharePoint. - Iron Mountain (offsite storage); provide support to practices for questions regarding the Iron Mountain website, setting up new users, changing passwords and answering questions. - Coordinate courier deliveries to the practices and occasional practice wide couriers to all practices. - Book travel for doctors and team members who are attending conferences, visiting our out of state practices (currently AZ). - Submit Mileage/ Expense reports for Chief Clinical Officer, General practices and Specialty practices. - Balance credit card statement/ track receipts for each expense (Chrome River). - Setup and collect data from surveys & sign ups using Survey Monkey &, Sign-Up Genius. - Manage reservations for projectors, laptops, hot spots and speakers; includes troubleshooting lost items. - Resource Group maintenance requests; includes entering tickets for building management and follow through with completion. - Make, confirm, and track RSVPs for hotels, restaurants and special event reservations. - Other administrative support to Team Members, special projects and other duties as assigned. Annual - Coordinate annual events for doctors; includes all details from booking venues, sending invitations sending reminders, tracking RSVPs, and communicating important details. - Coordinate annual deliveries to practices; Easter lilies and poinsettias. - Assist with Team Member Appreciation, Thanksgiving gift, Annual Picnic, etc. Required Skills/Qualifications - Self-motivated, high energy, creative and innovative thinker. - Ability to work independently and as a team to achieve established goals. - Excellent written and verbal communication skills. - Demonstrate ability to effectively utilize resources, and understand when to incorporate fellow team members. - Proven ability to handle multiple projects and complete tasks efficiently and effectively. - Demonstrate excellent time-management skills in order to complete daily tasks and project requests efficiently. - Proficient in Microsoft Outlook, Word and Excel. - Occasional heavy lifting – Up to 25 lbs. Education and Knowledge - 1 to 3 years experience as Administrative Assistant or similar role. Work Schedule Monday through Friday 8:00am-5:00pm Company Information Benefits Park Dental offers competitive compensation, and generous benefits package including medical, vision, dental, PTO, holiday pay, 401k matching, and continuing education opportunities. Community Park Dental values being involved in the community through volunteer events, such as Minnesota Dental Association's Give Kids a Smile Day, the American Heart Association Heart Walk, and Minnesota Mission of Mercy. Each practice participates in events in their local communities too! About Park Dental Since 1972, Park Dental has been owned and led by our doctors who are passionate about providing the best patient-centered care. New team members receive comprehensive training and one-on-one mentoring to set you up for success. Our practices offer welcoming environments for patients, and are equipped with state of the art technology. "As a dental hygienist with Park Dental, we have the opportunity to engage patients in the process of improving and maintaining their oral health, which in turn leads to over-all health." -Berit Campbell, DH Mentor "Like" our Park Dental careers page on Facebook for the latest updates about Park Dental! Park Dental is an equal opportunity employer.

Responsibilities

The Administrative Assistant supports the Administrative team by managing daily projects, including handling incoming and outgoing mail, monitoring executive calendars, and ordering supplies weekly. Ongoing duties involve providing scheduling support, updating internal documents on SharePoint, coordinating travel, and submitting expense reports.