Sonic Healthcare USA

  • Administrative Assistant

    Job Location US-TX-Austin
    Posted Date 9 hours ago(3/22/2018 8:25 PM)
    Regular Full-Time
    First shift
  • Overview


    The Administrative Assistant position requires the ability to multitask. Must be able to answer multi-line phone professionally and efficiently, direct calls quickly and correctly, take accurate messages, distribute mail, greet guests and maintain a professional and welcoming environment in the front lobby. This position provides a high level of customer service to the clients and patients calling and visiting Sonic Reference Laboratory and Sonic Healthcare USA.   Must adhere to departmental policies and procedures and be able to take and follow direction.   Commitment to working the hours of 8A - 5P.



    • Answering the phone, effectively and efficiently
    • Directing callers to the appropriate person or department in a timely manner
    • Accurate messages distributed quickly
    • Greet guests; notify SHUSA or SRL employee, offer hospitality, taxi reservations
    • Maintaining professional environment at the front desk both through communication and appearance, keeping the front desk, lobby, conference rooms and kitchen tidy (the kitchen also to be fully stocked on all supplies)
    • Distribute USPS/interoffice mail (open and date stamp all incoming invoices)
    • Distribute Fed Ex/UPS deliveries and prepare outgoing FedEx shipments/labels
    • Run postage for special projects or as needed
    • Maintain updates for Quick Hill phone console, phone directories and email list
    • Order Office Door name plates
    • Order office supplies for Quick Hill location via ProcureIt
    • Maintain Accent Coffee/Tea supplies for Quick Hill
    • Schedule conference rooms
    • Assist in receiving/setting up lunches for conferences (clean up if necessary)
    • Scan documents as requested
    • Maintain upkeep of printers and copier machines (toner, paper)
    • Update both Reception Desk I-pad and office copiers with employee additions/deletions
    • Assign guest badges to long-term visitors and maintain spreadsheet
    • Able to work independently at the front desk
    • Utilize job knowledge, judgment, and problem solving skills to ensure quality interaction with callers and guests
    • Understands and follows all Sonic Healthcare USA policies
    • Understands and follows all HIPAA guidelines
    • Follows Compliance procedures and participates in Compliance training
    • Punctual at all times
    • Utilizes personal and professional skills to promote excellent customer service 
    • Communicate with Administrative Support Team to insure quality and consistent performance and the front desk
    • Maintain a service oriented attitude with callers, guests and staff
    • Respect and protect the confidentiality of information relative to patients, clients and staff
    • Strives to preserve a positive work environment


    • Performs other duties as assigned



    • Positive or negative feedback from employees, HRMs, managers, and peers
    • Attainment of goals and objectives
    • Demonstration of high ethical standards and personal integrity
    • Display a commitment to personal growth


    This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.



    • At least 2 years of experience with computers, including in-depth internet knowledge and working proficiency in Word, Excel, Power Point, internet and ATS or CRM database applications
    • High School Diploma / GED
    • Excellent customer service
    • Superior oral and written communication
    • Healthcare-related experience a plus



    • Strong knowledge of Word, Excel, and Outlook
    • High level of interpersonal skills to handle sensitive and confidential situations and documentation
    • Ability to prioritize and plan work activities, use time efficiently, manage competing demands and develop realistic action plans
    • Demonstrated accuracy and thoroughness of work to ensure quality.
    • Ability to maintain a high level of confidentiality
    • Ability to handle a high volume workload
    • Personal Effectiveness/Credibility
    • Customer/Client Focus


    • Demonstrates good judgment and makes appropriate, timely decisions.
    • Strong organizational, administrative and time management skills by prioritizing assignments, follow-ups to ensure task completion, and management of multiple projects.
    • Creative problem solving skills
    • Establishes and maintains professional working relationships throughout the organization

    Additional Information

    The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
    Physical demands: While performing the duties of this job, the employee is regularly required to talk and hear. This position will require long periods of sitting; however, walking between adjacent buildings will also be necessary.  This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
    Work environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.


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