Administrative Assistant III - Campus Operations

Christiana Care is seeking a full-time Administrative Assistant III to provide administrative support services for the Director of Campus Logistics & Planning, Director of Acute Campus Operations – Emergency Departments & Surgical Services, and Manager of Operations.

The ideal candidate will be well organized, detail oriented and multitask. Candidate to complete tasks and duties within a prescribed timeline. Proficient computer skills along with strong verbal and written communication abilities.

Maintains daily calendars to ensure all scheduled activities are coordinated to maximize efficiency; provides assistance to ensure team is prepared for daily activities.

Acts as liaison between Directors/Manager and staff.

Schedules and coordinates meetings including preparation and dissemination of meeting materials, notifying attendees, arranging catering, and reserving rooms; attends required meetings and takes minutes as necessary.

Keeps employee time for cost centers and others as assigned.

Handles contracts for administrative services and programs as needed including completing the contract request form, routing through legal, processing timesheets during the contract and initiating renewal.

Coordinates and proactively schedules and maintains over 30 rotations for the administrative fellowship program by collaborating with system leaders and administrative staff.

Support the administrative fellowship recruitment process, including travel arrangements for candidates, recruitment events and ordering.

Collect and input weekly suggestions from the Newark Campus Suggestion Station.

Submit and follow up on maintenance tickets and work orders to ensure timely resolution.

Assist with setup and breakdown for campus events and activities.

Manages incoming calls, obtains and provides information and directs calls when appropriate.

Prepares and types correspondence, memoranda, reports, minutes, manuscripts and other documents.

Establishes and maintains filing system to ensure timely access to data (employee records, contracts, purchase orders, etc.).

Arranges travel as requested and submits expense reports.

Prepares requisitions and maintains supply inventory and materials, reconciles invoices and processes invoices for payment for operational purchases and capital projects. Maintains confidentiality at all times; maintains sensitive material, including personnel documents.

Performs other related duties as directed.

Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.

• Completion of a business college program in Office Administration, Secretarial Science or related field.
• Minimum four years of clerical and secretarial experience

Frequent use of the following: E-way, Excel, Kronos, PMM Reports, Smartworks, Soarian Financials, Strategic Sourcing, Workday (cost center reporting, expense reports, vendor requests)

Knowledge of business office practices, clerical methods/techniques, office equipment and machines.

Ability to use personal computer using word processing, spreadsheet and database programs to enter, store and retrieve information.

Knowledge of departmental policies, procedures and operations.

Ability to plan, organize and handle various tasks simultaneously.

Ability to maintain confidential and sensitive information and materials.

Ability to interact effectively and maintain constructive working relationships.

Ability to work independently within established guidelines, exercise judgment, tact and diplomacy.

Skill in oral and written communication.

Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race,…