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Administrative Assistant in Jacksonville, FL at Staffing Now

Date Posted: 2/12/2020

Job Snapshot

Job Description


Responsible for the efficient administrative support and to perform office management tasks in an efficient, accurate and timely manner as related to the clinical operations.


  • Provide administrative support for the staff in the form of data entry, maintenance of medical records, correspondence, personnel documents, surveys and reports and animal transaction packets.
  • Serve as receptionist at the administrative area of the hospital managing guests, visitors, consultants and deliveries in addition to maintaining that area with a clean and professional experience.
  • Provide minutes and other related documents for meetings as needed.
  • Make travel arrangements as needed
  • Assist in finance paperwork, papersave, In kind donation and employee reimbursement
  • Maintain calendar, manage Hospital Conference Room, coordinate meetings and provide meeting minutes as needed.
  • Generation of purchase requisitions, interactions with Finance Department and manage office supplies for the department.
  • Sort and distribute mail.
  • Develop and maintain medical records file systems
  • Assist through appropriate data entry in ZIMS and other medical record-keeping programs. Complete animal shipment packets and other appropriate documents and information related to logistics of animal shipments.
  • Assist staff with SSP, TAG, Studbook correspondence, reports & publications as related to animal health operations.
  • Perform additional and related duties as needed.

A minimum of 1 years experience in administrative assistant role. Computer literacy is required. Must have strong communication and organizational skills. Must have strong interpersonal skills. A valid Florida Driver's license is required. Some background in a related life science is helpful.

  • Ability to work independently, exercising independent judgment and discretion.
  • Maintain confidentiality of proprietary information.
  • Must be available for disaster-response duties and responsibilities.


  • Ability to sit for long periods of time.
  • Some light lifting is required.
  • Ability to operate a motorized cart to facilitate tours, transport staff, guests and packages. greet visitors, coordinate meetings.