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BUSINESS OFFICE ASSISTANT

Date Posted: 12/29/2020

JOB DESCRIPTION

Spectral MD, Inc.

Position Title: Business Office Assistant

About Spectral MD, Inc.

 

Spectral MD, Inc. is a medical technology company that answers clinical questions through the development of data pipelines, artificial intelligence (“AI”) algorithms and proprietary optical technology. Specifically, Spectral MD Inc.’s mission is to provide physicians with the ability to accurately assess perfusion and wound healing potential for patients suffering from burn wounds and peripheral artery disease. Spectral MD Inc.’s DeepView® Wound Imaging System (“DeepView®”) is an advanced medical device that uses a digital approach to deliver images of blood flow under the skin's surface to look deep into the body without ever touching the patient. We are scientists, engineers, and forward-thinkers striving to modernize the management of wound care. 

Position Overview:

Spectral MD, Inc. is seeking a highly motivated Business Office Assistant to join our team in Dallas, TX. The Business Office Assistant at Spectral MD will be responsible for performing a variety of clerical and organizational tasks to support Spectral MD’s operations efficiently. This position will report directly to the Human Resources Manager and support a variety of interdepartmental leaders. 

Primary Duties / Responsibilities:

  • Provide general administrative support to staff and interdepartmental leadership including document scanning, data entry, research, and filing. 

  • Provide document management and change support and organizing record-keeping systems including filing, protecting, accessing filing systems. 

  • Support daily maintenance of the quality document control system to ensure successful document management is in place. 

  • Ensure documents are free of errors and proper approvals of project documents are retrieved and stored accurately. 

  • Scheduling meetings, interviews, and events and organizing any necessary materials for them. 

  • Coordinate and book appropriate travel arrangements for staff, leadership and visiting clients. 

  • Keep an inventory of and ordering all equipment and office supplies. 

  • Purchase, track and receive incoming shipments of supplies and equipment. 

  • Greeting clients, answering main phone line and replying to client emails. Directing all inquiries accordingly. Receiving and sorting mail. 

  • Manage office building and related issues such as: Facilities, inspections, repairs, maintenance and order. 

  • Ensure shared office and gathering spaces are organized, cleaned, and in order. 

  • Assist in Human Resources administrative functions such as: new employee onboarding efforts and ordering of required materials, scheduling interviews, personnel file compliance, data entry etc. 

Qualifications:

  • Bachelor’s Degree and/or work equivalent. 

  • Ideal candidate has 3-5 years of administrative experience 

  • Advanced Proficiency with Microsoft Office Suite (Excel, Outlook, Word, SharePoint, and PowerPoint) 

  • Previous experience with an HR Management System. 

  • Excellent written and verbal communication skills. 

  • Must possess skills such as confidentiality, positive attitude, flexibility, and detail-oriented. 

  • Authorized to work in the U.S. without sponsorship

  • Proficiency with Quickbooks is preferred.

 

Spectral MD, Inc. is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, ancestry, national origin, sex, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, service in the military, or any other characteristic protected by applicable federal, state or local laws. 

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