WHAT DOES AN ADMINISTRATIVE ASSOCIATE DO?

Published: Nov 13, 2024 - The Administrative Associate ensures patient confidentiality and manages records securely, demonstrating proficiency in using office technology for retrieving reports. Signs hospital consents for treatment monthly embodies strong work ethics and maintains professionalism in all communications. Collaborates effectively with Rehab center staff, adheres to hospital dress codes, and handles work assignments with accuracy and consistency.

A Review of Professional Skills and Functions for Administrative Associate

1. Administrative Associate Duties

  • Professional Development: Assumes responsibility for own professional growth and practice, sets achievable annual objectives to enhance professional growth.
  • Process Improvement Participation: Offers suggestions and actively participates in departmental and/or hospital-wide Performance/Process Improvement.
  • Efficiency Planning: Plans and prioritizes time to achieve maximum efficiency when completing work duties and assignments.
  • Financial Management: Always exercises financial prudence, identifies opportunities for cost savings, responsible for knowledge and compliance with budget and staffing standards.
  • Meeting Coordination: Responsible for scheduling meetings, coordinates agenda for meetings, assists with Minutes & follow up for all meetings.
  • Resource Management: Orders patient portfolio and marketing materials, clerical assistance for physicians and Rehab center staff.
  • Patient Interaction: Follow up with patients/family members as assigned (medications, equipment, services, insurance information, etc).
  • Supervisory Role: Provides task supervision to interns, fellows, and volunteers.
  • Procurement Tasks: Processes office purchase requests.
  • Event Coordination: Serves as point person for client-related holidays and special events, such as coordinating gift and backpack distribution.
  • Administrative Support: Performs administrative support services.
  • Collaborative Advocacy: Collaborates with lawyers and other advocates inside and outside of the agency to secure the best results for clients.

2. Administrative Associate Details

  • Confidentiality Management: Maintains complete confidentiality of all patient and hospital-related information.
  • Record Handling: Secures and handles patient records maintaining patient confidentiality with respect to patient and family rights.
  • Technical Proficiency: Retrieves reports and is proficient in the use of copier, fax, and printer.
  • Compliance: Hospital consent for treatment will be signed each month for patients.
  • Leadership: Leads by example in demonstrated work ethic.
  • Effective Communication: Communicates in a positive, professional manner to all following the Providence values.
  • Team Collaboration: Works collaboratively with Rehab center staff.
  • Professional Conduct: Practices in a courteous and knowledgeable manner.
  • Attendance Reliability: Reports to work each regularly scheduled workday.
  • Time Management: Accurately records all work time including meal and break periods.
  • Punctuality: Ready for work at precise starting time and continues working until scheduled departure time.
  • Punctuality: Returns on time from all meal and break periods.
  • Professional Image: Projects a professional image, and follows the hospital dress code policy and/or department requirements.
  • Work Acceptance: Readily accepts work assignments in a positive manner.
  • Quality Assurance: Performs work that is accurate, neat, and consistent.
  • Training and Development: Assists and provides orientation/training of new employees and volunteers.
  • Professional Development: Attends all assigned staff development activities including minimum attendance at all scheduled staff and hospital meetings.
  • Continual Learning: Participates in all in-services

3. Administrative Associate Responsibilities

  • Reception Management: Serve as front desk receptionist, greet department visitors, answer phones, answer or refer general inquiries, distribute mail.
  • Course Coordination: Coordinate course scheduling and course inventory for Linguistics and ASL courses.
  • Program Support: Provide staff support to ASL program: manage registration, field inquiries, and coordinate applications for transcripted minors in ASL
  • Course Management: Coordinate other course-related activities: assign faculty through FaSET, request course instructor surveys, manage registration for ASL courses, coordinate textbook orders, oversee grade reporting, solicit and submit requests for final exams, and post syllabi in university database.
  • Event Coordination: Coordinate department colloquium series: schedule and publicize events, handle travel arrangements and reimbursements for guest speakers, and arrange receptions following colloquia.
  • Event Planning: Assist with event planning for other department events
  • Web Management: Maintain departmental website and social media accounts.
  • Administrative Support: Provide general administrative support for department faculty and staff.
  • Meeting Coordination: Room scheduling for meetings and special events.
  • Purchasing Management: Serve as purchasing contact for department, process purchasing requests using purchase orders, the UT Market system, or ProCard
  • Procurement Compliance: Follow all university, college, and department procurement procedures.
  • Payment Coordination: Coordinate with Central Business Services Office to process voucher and entertainment payments.
  • Inventory Management: Process inventory self-tagging, assist Administrative Manager with annual inventory.

4. Administrative Associate Accountabilities

  • Communication and Efficiency: Ensure efficient departmental operations and patient flow: answer phone and relay messages.
  • Communication: Notify appropriate team members and physicians of pertinent information.
  • Scheduling: Notify the Facilitator of changes to the schedule.
  • Communication: Notification of staff of surgeon arrival.
  • Financial Management: Input and reconcile daily charges.
  • Communication: Notification of patient arrival times. Oversee volunteer duties.
  • Data Management: Maintain statistics, staff, and physician contact numbers, disaster call roster, and other pertinent information.
  • Inventory Management: Maintain appropriate levels of office supplies and dietary items.
  • Organization: Maintain a neat and orderly office.
  • Inventory Management: Monitor office supply levels and order as needed. Order dietary items.
  • Professional Development: Participate in team member development programs.
  • Responsibility and Communication: Attend scheduled staff meetings and assume responsibility for information discussed.
  • Client Relations: Partner with Relationship Associates to deliver a best-in-class client experience.
  • Ethical Integrity: Committed to TCI’s Core Values and upholding the highest ethical behavior.
  • Autonomy and Procedure Adherence: Works autonomously within established procedures and practices.
  • Confidentiality: Adhere to strict standard for confidentiality and discretion of all client information.
  • Account Management: Account maintenance within TCI systems and with custodians.

5. Administrative Associate Functions

  • Document Preparation: Preparation of client meeting documents and account paperwork
  • Financial Management: Management of daily check deposits
  • Onboarding Process: Document preparation and processing for client onboarding
  • CRM Management: Inputting and updating client information in CRM
  • Document Management: Managing documents and clients’ electronic files
  • Client Service: Provide world-class client service to valued clients
  • Communication Handling: Manage incoming calls and emails
  • Calendar Management: Manage the calendar of the Portfolio Manager
  • Meeting Coordination: Book all client meetings and WebEx meetings
  • Presentation Preparation: Prepare client meeting files and presentations
  • Onboarding Coordination: Complete new client onboarding including all new account documentation and KYC forms
  • Compliance Assurance: Ensure existing client account documentation & KYC forms are complete and accurate
  • Task Management: Utilize a contact management system for daily task management
  • Mailing Coordination: Completing special mailings such as promotional mailings, Christmas cards, client letters, etc.
  • File Organization: Scanning & Filing of Client Documents and Meeting Notes into Client Electronic Files
  • Event Planning: Assist in the planning of events, seminars, etc.
Relevant Information
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