Job description

Reporting to the Vice President (VP) Customer Services of Milliman Care Guidelines, the Customer Services Administrative Assistant will provide direct administrative support to the VP of Customer Services, Customer Services’ managers and staff in Client Services, Project Management, Technical Support Services, and Clinical Training, as well as other departments as assigned. Position is responsible for providing impeccable customer service skills to co-workers, visitors and guests.

Responsibilities

• Performs administrative and office support activities for multiple supervisors and staff in Customer Services Department.
• Coordinates and tracks Customer Services' Peer Review documentation and file maintenance.
• Attends various meetings. Scribes and distributes meeting minutes.
• Coordinate work flow to keep projects on schedule.
• Facilitate dissemination of pertinent and timely information and core operations statistics for Customer Services Department
• Maintains procedure manuals to ensure consistent performance of routines.
• Prepares and submits all expense reports for the Customer Services department and other departments as requested.
• Track and facilitate payment of all outside consulting invoices.
• Assists Client Services during fourth quarter with data processing and file documentation for new licenses and end of year renewals as needed.
• Assists Customer Services Departments with production, filing, and data entry. Includes in-house shipping, CD burning, labels, inventory, etc.
• Calendar scheduling and coordination of meetings, including prepare agenda in advance, arrange meeting facilities, and provide necessary follow-up and communication regarding status.
• Arrange and confirm travel reservations for Customer Services staff, selecting an economical and time efficient mode of transportation and lodgings.
• Filing and other related administrative functions.
• Data entry and data maintenance tasks.
• Follow-up and communication regarding all pertinent information with all necessary parties throughout a work assignment or project. Including, written communication, email, voice mail, and personal discussions.
• Check deadlines on incoming requests and put preliminary work in play.
• Handle all inquiries within job capacity.
• Route calls appropriately as needed.
• Positive attitude toward work, co-workers, clients, and visitors. Addressing and responding to all inquires in an engaging, professional demeanor.
• Maintains confidentiality and assures discreet handling of all business.
• Improve/tighten storage/retrieval systems for data management.
• Performs other related duties as assigned.

Minimum qualifications

• Minimum three years experience in related field and profession.
• Ability to coordinate diverse administrative tasks requiring exceptional organizational skills.
• Professional business appearance.
• Excellent grammar/spelling.
• Positive customer service attitude.
• Ability to research and obtain information requested.
• High level of attention to detail.
• Good oral and written communication skills.
• Proficient with Microsoft® Office. Word, Excel, PowerPoint, Project, Visio.
• Proficient with Salesforce.com
• SharePoint a plus.
• Lotus Notes a plus.
• Knowledge of and ability to operate modern office equipment, including word processor, facsimile machine, photo copier, telephone, etc.
• Ability to operate projection device, conference telephones, and other meeting equipment.
• Dependability.
• Strong customer service orientation.
• Evidence of professional approach to assignments: responsible, efficient, effective, ethical with keen attention to detail.
• Proven ability to work in a high-energy, high-pressure environment.
• Highly self motivated and directed.
• Knowledge of core software applications including MS Project, MS Office as well as network and PC operating systems ideal.

Education

• AA in Business or related area

Interviewing Manager and Supervisor: Vice President – Customer Service

If you are interested in this position, you may respond by mailing your interest to:
Stefon Ricard, Human Resources
719 Second Avenue, Suite #300
Seattle, WA 98104
Telephone: (206) 381-8189
Fax: (206) 381-9481