Job Categories:
Administrative
Entry-Level Administrative Assistant
Performs a variety of Internet research functions and uses word processing, spreadsheet and presentation software. Duties also include fielding telephone calls, filing and data entry. May assist with overflow work from administrative and executive assistants, and fill in for the office receptionist as needed.
Administrative Assistant
Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Staff in this category also may have the title of department assistant, coordinator or associate.
Senior Administrative Assistant
Duties include those described for administrative assistant but require more work experience within each function. Supports senior-level managers and may supervise other support staff. A premium is paid for specific industry or market experience. Advanced computer skills with the ability to train others in system usage is preferred.
Executive Assistant
Performs administrative duties for executive management. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports and financial data, training and supervising other support staff, and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
Senior Executive Assistant
Duties include those described for executive assistant but supports the most senior executives, particularly in large corporations. May supervise other administrative staff. Possesses advanced computer skills along with the ability to train others on system usage. A premium is paid for specific industry expertise.
Senior Office/Facilities Manager
Responsibilities include those described for office manager but require more extensive experience and management skills. Duties may include selecting office vendors and supervising purchasing processes, directing mailroom and maintenance staff, and coordinating regular building safety checks and ergonomics training for staff. Solid communication and staff management skills are required, as well as some accounting knowledge.
Office/Facilities Manager
Coordinates various office support services, including purchasing and facilities management. Requires strong communication skills and some accounting knowledge. May include supervision of office administrative staff.
Human Resources Assistant
Responsibilities may include screening telephone calls, scheduling interviews, researching the Internet to locate potential job candidates, scanning resumes, assisting with planning new employee orientations, compiling materials and maintaining employee database records. Strong computer skills required, as well as sensitivity to confidential matters.
Marketing Assistant
Duties include those described for administrative assistant but supports a marketing department exclusively. May assist both full-time employees and freelance staff. Additional duties include assisting with trade show and event planning, creating or updating presentation software files, tracking budgets and expenses, and communicating with external creative service providers.
Sales Assistant
Duties include those described for administrative assistant but supports a sales department exclusively. May assist regional sales staff based in remote locations (i.e., not in the central office). Additional responsibilities may include processing expense reports, coordinating the submission of proposals, planning meetings, tracking sales progress, troubleshooting minor technical problems, maintaining department database records, and serving as a liaison between traveling sales representatives and staff based in the home office.
Mortgage/Escrow Assistant
Responsible for preparing loan or escrow documents for review. May distribute signed contracts and organize loan or escrow files. Also may perform clerical, administrative and sales support duties. Strong organizational, communication and computer skills are required. Customer service, data entry and multitasking skills are preferred.
Research Assistant
Duties include conducting research and gathering documentation in order to compile comprehensive reports. Strong Internet navigation abilities and other computer skills required.
Project Coordinator
Works with internal and external parties to organize the various components needed to initiate, run and conclude major projects. Duties include coordinating schedules and activities, placing orders for supplies and services, and tracking progress and results. Requires excellent communication skills and extensive knowledge of database and project management software. Often reports to product development, project management or marketing executives. The position is especially prevalent in construction, transportation and technology industries. A premium is paid for industry experience.
Project Assistant
Similar duties as those described for project coordinator but supports project managers who oversee multiple assignments relating to construction, real estate development or manufacturing. Advanced Microsoft Office skills required, particularly Access, Excel and Project. Must maintain accurate information and be detail oriented.
Presentation/Graphics Specialist
Duties include using presentation software programs (such as Microsoft PowerPoint) to create presentations for meetings and events. Also may edit material and provide basic instruction to presenters on how to use a particular program.
Logistics Coordinator
Responsible for the logistical processing of customer orders, including coordination with vendors, sales staff, customer service representatives, billing representatives, warehouses and shippers. Arranges shipment of requested items, goods or merchandise. Some background experience in purchasing, inventory control, transportation and warehousing functions is needed. Computer proficiency also is required.
Document Control Clerk
Responsibilities include controlling the incoming and outgoing documentation process, and maintaining files and project reports. Also may route orders, organize indices and track shipping practices.
Switchboard/Receptionist
Front Desk Coordinator
Manages the company's lobby area. Greets and directs all visitors, including vendors, clients, job candidates and customers. Ensures completion of paperwork, sign-in and security procedures. Handles special administrative projects, as well as overflow work from department and executive assistants. Depending on the size of the firm, also may answer incoming calls.
Receptionist
Greets visitors, handles incoming calls and performs general administrative duties. Also may assist other administrative staff with overflow work, including word processing, data entry and Internet research tasks.
Switchboard Operator
Places, receives and routes a high volume of calls through an electronic switchboard. Supplies information to callers, relays messages and announces visitors.
Office Services
Office/Facilities Coordinator
Supports the office/facilities manager in various office administrative duties, including facility and general maintenance services. Requires strong communication abilities, as well as computer and data entry skills.
Office Clerk
Performs basic clerical tasks. Operates basic office equipment. May require computer and data entry skills.
Mail Assistant
Sorts and distributes incoming and outgoing mail. Operates manual and electronic mailing equipment.
File Clerk
Performs basic clerical tasks, such as systematically arranging letters, memoranda, invoices and other indexed documents according to an established system. Operates office equipment and completes general office work. Additional duties may include answering telephones and some data entry.
Imaging Specialist
Sorts and prepares documents for imaging. Scans documents, verifies they are imaged correctly and accurately indexes images. Must have knowledge of document imaging/scanning hardware and software, and experience creating electronic copies of documents. Strong computer skills, including experience with Microsoft Office and document creation software such as Adobe Acrobat, are required.
Data Entry
Senior Data Entry Specialist
Duties include those described for data entry specialist but requires more work experience for each function. Prioritizes and batches material for data entry. Completes information analysis for procedures and reports. Must have knowledge of technical material and the ability to train and supervise others. Capable of high-volume data entry.
Data Entry Specialist
Inputs information from a variety of sources into a computer database. May take customer orders and enter them into a tracking system.
Word Processor
Duties include creating, editing and proofing a variety of documents, including transcribed audio tapes. Proficiency with the latest word-processing software is required. Must be able to establish a filing system to retrieve and revise documents.
Transcriptionist
Duties include transcribing medical records, operative reports, discharge summaries, letters or case files. Distributes copies of documents as needed. Strong typing and computer skills required. Knowledge of medical or legal terminology preferred.
Customer Service
Customer Service/Call Center Manager
Hires, trains and manages members of the customer service department or call center. Resolves escalated or difficult issues regarding client complaints and other matters. Works closely with managers in other departments, such as sales, on updating policies and procedures for client service.
Senior Customer Service/Call Center Representative
Duties include those described for customer service/call center representative but require stronger work experience for each function. Additional duties may include proactive communication with customers and clients via telephone, e-mail or regular mail; managing database records; drafting status reports on customer service issues; and supervising staff.
Customer Service/Call Center Representative
Duties include receiving and placing telephone calls. Maintains solid customer relationships by handling their questions and concerns with speed and professionalism. Performs data entry and uses software programs. Also may require research skills to troubleshoot customer problems. Excellent communication abilities and proven alphanumeric data entry skills are essential.
Administrative Healthcare
Patient Registration/Admissions Clerk/Enrollment Specialist
Interviews incoming patients prior to admission to gather demographics, insurance and emergency information. Ensures completion of paperwork, sign-in and security procedures prior to admission into the hospital system. Explains hospital policies, prepares and distributes patient identification bands, and arranges for transportation to assigned hospital room. Additional duties may include collecting co-payments, answering phones, assisting family members, and conducting research for prior hospitalization records and account folders. Sensitivity to confidential matters is required.
Insurance Referral Coordinator
Serves as a liaison between the insurance and healthcare providers to ensure that referrals have been processed correctly for medical specialty visits where required by patient insurance policies. Requires a solid understanding of insurance procedures and a working knowledge of medical terminology and coding. Knowledge of medical billing is a plus.
Insurance Verification Clerk
Provides support to medical billing staff. Clarifies and verifies details of insurance coverage with private or governmental carriers, and offers information to patients prior to medical services being provided. Obtains insurance authorization for medical procedures, tracks physician referrals and provides necessary details to billing staff. The position involves heavy phone interaction and demands top customer service and problem-solving skills in working with physicians, claims processors, medical billers and patients.
Medical File Clerk
Maintains accurate records for quick information retrieval within a healthcare facility or medical office. Classifies, sorts, retrieves and updates office information upon request. Examines and codes incoming material numerically, alphabetically or by subject matter. Stores hard copy or computerized forms, letters, receipts, or reports. Duties may include word processing, sorting mail and operating general office equipment.
Medical Secretary/Administrative Assistant
Performs duties similar to an administrative assistant but in a medical office or in a health-related industry, such as insurance. Familiarity with medical terminology, claims management and filing procedures is often required. This position calls for frequent interaction with vendors and patients. Sensitivity to confidential matters is required.
Medical Transcriptionist
Listens to tapes recorded by medical staff and types information exactly as stated into computer files. May use standard word-processing software or customized databases. Requires solid knowledge of medical terminology, spelling and abbreviations, and exceptional typing speed (70+ wpm) and accuracy. Some healthcare organizations may seek candidates with backgrounds in a specialized area.
Medical Receptionist
Greets visitors, handles incoming calls, schedules appointments and performs general administrative duties in a healthcare facility. Must be familiar with medical terminology. Sensitivity to confidential matters is required.
Medical Front Desk Coordinator
Greets and directs all visitors, including patients, representatives, job candidates and customers. Ensures completion of paperwork, sign-in and security procedures, and scheduling of patients. In larger organizations, can act as the lead for all front desk staff (including receptionists and/or schedulers), coordinate schedules for front desk, assist in managerial tasks and serve as the initial contact in problem resolution.
Medical Office Administrator
Ensures the day-to-day management of a healthcare practice. Responsibilities include hiring and managing staff, developing a business plan, interacting with insurance companies, handling contracts, and attending seminars to remain current with rules and regulations. Oversees all accounts receivable functions and budget for office/department.
Medical Executive Assistant
Performs administrative duties similar to executive assistant but for medical executives, including C-level hospital executives, department chairs and senior administrators. Knowledge of software programs and medical terminology is required. Previous experience in project coordination and writing (for grant and proposal processes) may be necessary. Skills in taking dictation and synchronizing handheld electronic organizers with office computers may be requested.
Medical Records Technician
Supervises, plans and evaluates the work of clerical staff engaged in medical record processing activities. Activities include the initiation of medical charts, completion of insurance forms and death and birth certificates, transcription of dictated medical records, and retrieval of medical charts. Must possess strong knowledge of medical terminology and procedures, as well as the legal aspects of medical record administration.
Medical Data Entry Specialist
Enters alphanumeric information into computer system. Stores, retrieves and updates files. Completes information analysis for procedures and reports. Requires knowledge of medical terminology, software systems and filing procedures.
Senior Medical Customer Service Representative
Duties include those described for medical customer service representative but require stronger work experience for each function. Additional duties may include proactive communication with patients and providers via telephone, e-mail or regular mail; managing database records; drafting status reports on customer service issues; and supervising staff.
Medical Customer Service Representative
Duties include receiving and placing telephone calls. Answers questions from patients and providers with speed and professionalism. Performs data entry and uses software programs. May also require research skills to troubleshoot patient problems. Excellent communication abilities are essential.
Surgery Scheduler
Arranges patient and physician schedules for surgical procedures. Reserves operating rooms and schedules support staff. Requires strong computer skills, sensitivity to confidential information and excellent communication abilities.
Credentialing Specialist
Under supervision, coordinates the credentialing procedure by compiling and processing applications in compliance with federal, state, program and regional requirements. Ensures consistent documentation and accuracy of physicians' credentials. Strong computer skills and knowledge of medical terminology required. Certification preferred.
