Client Services Administrative Assistant

Client Services Administrative Assistant

Location: Maitland, FL

Department: Client Services

Reports to: AVP of Client Services

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Do you want to change lives? Are you interested in helping international healthcare professionals achieve their American Dream? If so, join us at Avant!

Avant Healthcare Professionals is the premier recruiting and staffing specialist for internationally educated healthcare professionals and we have been named to the Inc. 5000 List of America's Fastest-Growing Private Companies for 7+ years. Our comprehensive program guides qualified registered nurses, physical and occupational therapists through each stage of the licensure and immigration process and makes it simple! Avant Healthcare Professionals has grown 40 percent annually since its inception in 2003, and with healthcare and social assistance employment projected to grow by 3.4 million, healthcare staffing is a thriving industry. While experiencing a period of tremendous growth, Avant offers tremendous opportunities for eager professionals looking for an opportunity to build their career.

Summary of Position Role/Responsibilities

Under the supervision of the AVP, Client Services this position provides administrative support, coordination and clerical backfill to the Client Services team. The position plays an important role in increasing efficiency, consistency, and enhanced client support.

Essential Functions of the Job

  • Provide administrative support to the Client Services team in  aspects of the department
  • Spearhead department projects, which may include creating Client facing presentations
  • Assist in the communication with candidates in the placement process – provide email contact, information about the process and estimated timelines and required documentation
  • Send candidate profiles to clients, coordinate client interviews, and ensure a smooth placement process and experience for the client.
  • Coordinate internal mock interviews, conference calls, SKYPE interviews, interview prep calls, and any other requests needed to initiate placements with clients.
  • In coordination with Client Services Coordinators, ensure updated resumes and profiles are maintained for placement purposes and liaise with other department for this information as needed.
  • Assist Account Manager(s) as required to provide client updates of pending placements and verify validity of open orders with clients on bi-monthly basis.
  • Prepare PowerPoint and other presentation materials as required
  • Compile and maintain metrics for department dashboard on a regular basis
  • Complete allocated expenses in the Expensify system within necessary timelines and submit reports for the department as needed
  • Ability to maintain confidentiality of privileged information gained
  • Ability to work productively and well under pressure
  • Ability to learn and assimilate new and varied information quickly and efficiently
  • Serve to backfill CSS, upon backlog and/or CSS vacancy/PTO
  • Represent the Avant Healthcare program in a professional manner by building rapport and trust with applicants as they process with Avant
  • Attend department meetings as required

Marginal Functions of the Job

  • Establish and maintain assigned SOPs
  • Other duties as assigned

Normal Work Schedule

This is a full-time position. Standard business hours are Monday through Friday 8:00 AM to 5:00 PM. Additional time outside of these hours may be needed to complete the essential functions of the job.

Education, Training, and Experience

  • High school diploma or equivalent is required; Bachelor’s degree preferred
  • Minimum of 1 year of secretarial or administrative experience required 
  • Knowledge developing/designing marketing materials is a plus
  • Outstanding communication, organizational, and time management skills
  • Intermediate competency with database management and other HRIS software required
  • Excellent computer skills in Microsoft environment (Word, PowerPoint, Excel, Adobe Pro/FoxIT)
  • Must have high level of interpersonal skills to handle sensitive and confidential situations
  • Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
  • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

Other Characteristics of the Position

Physical Demands:

  • Sitting for long periods at a time
  • Regularly required to talk or hear
  • Occasional lifting of office supplies up to 20 lbs.
  • Vision abilities including close vision and ability to adjust focus

Mental Demands:

  • Must understand and follow a set of clear oral and/or written procedures without deviation
  • Performs repetitive routine tasks
  • Withstand moderate amounts of stress
  • Must adhere to a provided work schedule to meet a set of qualitative production standards
  • Perform tasks that vary little from day to day
  • Implements others’ decisions/procedures with little judgment required
  • Must relay information orally

Work Environment:

  • This job operates in a professional office environment
  • This role routinely operates standard office equipment

Statement of Responsibility for Confidential Data

  • Has access to, and requires daily use of, confidential records.
  • Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information.
  • Proprietary Information and Non-Conflict Agreement required.

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Avant Healthcare Professionals is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran's status or any other basis protected by applicable discrimination laws.

Avant Healthcare Professionals is a member of the Jackson Healthcare family of companies.