Administrative Assistant III - Education and Development

Description

Administrative Assistant III supporting the Employee Education and Development department of St. Joseph Mercy Health System Ann Arbor. A full-time, benefited opportunity scheduled 40 hours per week.

Full time

Day Shift

As a senior-level administrative assistant, oversees or provides comprehensive administrative support within one or more major functions (e.g., large medical department, executive suite or similar-level area). Independently composes and prepares non-routine correspondence, scheduling, and coordinates complex meetings. Gathers and analyzes data to develop non-routine reports, and develops preliminary budget recommendations, projections and forecasts. Anticipates department’s and management’s needs, and takes initiative to develop action plans.

Acts independently when dealing with patients or outside customers on sensitive matters, determining the true nature of problems and recommending courses of action to resolve. May be responsible for training, directing, or delegating tasks to less senior assistants.

• Education:
  
  Associate’s degree or equivalent
• Experience:
  
  minimum of 7 years of administrative support experience
• Must have additional formal clerical and PC training

• Comprehensive and detailed knowledge of departmental and hospital policies/procedures; basic knowledge of the specialized field to complete tasks, approve transactions (e.g., forms processing, payroll or purchasing), or resolve non-routine administrative problems. Advise and determine applicable policy, procedures and requirements.
• Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.). Proficiency using databases and graphics software.
• Excellent organizational and time management skills.
• Strong attention to detail. In-depth knowledge of medical terminology for transcription.
• Excellent communication and interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other hospital personnel.
• Strong analytical skills to compile, research, and analyze data from multiple sources, and prepare statistics to develop recommendations and reports.

• Independently prepares non-routine correspondence, documents and reports; usually from rough draft, machine dictation or shorthand. Develops a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex. Proofs and edits final materials for accuracy, consistency and clarity, and may submit for approval. Handles/processes information of a confidential or highly sensitive nature on a daily basis.
• Assignments are broad in nature and usually require originality and ingenuity; as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent. Ability to select the best solution from several “right” answers requires comprehensive and detailed knowledge of applicable departmental and system policies/procedures and basic knowledge of specialized field. Performs a wide variety of administrative duties with high volume and complexity.
• Develops filing systems, internal mailing processes and procedures. Accountable for sensitive and confidential data, including personnel, payroll, attendance, billing, work, and purchase orders. Manages incoming and outgoing mail, correspondence, reports, and memoranda.
• Prepares non-routine responses to incoming correspondence, researches and distributes materials to managers or others, including necessary background information. Independently handles many department inquiries, referring requests to others and acts as a “gate‑keeper” for his/her manager(s).
• Researches, compiles and analyzes data from multiple sources for reporting. Prepares reports and statistics to develop recommendations based on subject‑matter knowledge. Operates/manage databases and software to maximize capacity, responsible for data integrity used for quality assurance, statistical reporting and/or other purposes.
• Schedules or directs large and complex meetings, conferences, and…