Administrative Assistant III

Employment Type:

Full time

Shift: Day Shift

Description:

Administrative Assistant III

Location:

Ann Arbor Department:
Employee Education and Development Position Purpose 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 departments and managements’ needs and takes initiative to develop action plans to meet those needs.

Acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns and recommends course of action to resolve. May be responsible to train; provide direction or delegate tasks to less senior assistants.

Education:

Associates degree or equivalent required.

Experience:

Minimum of 7 years of administrative support required. Must have additional formal clerical and PC training.

Comprehensive and detailed knowledge of departmental and Hospital policies/procedures; basic knowledge of the specialized field in order to complete task/projects, approve transactions (e.g. forms processing, payroll or purchasing), or resolve non-routine administrative problems. Advise and determine applicable policy, procedures and requirements (e.g., recommend procedures to improve efficiency of forms processing). 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…