Administration Specialist

Mayo Clinic•Rochester, MN

19h•Hybrid

About The Position

Responsible for the documentation, database organization, and metric reporting of the committee that serves as the governing body for Mayo Clinic. Is the primary contact for committee-related questions and provides process coaching and training to individuals and department/divisions. Ensures all request submissions are complete and meet the requirements of the committee. Works closely and collaboratively with committee secretary and leadership to assist in documenting, monitoring, and communicating timelines, milestones and tasks. Articulates current and future status of requests. Communicates issues and action items and incorporates feedback into requests. Utilizes appropriate project management tools and software applications to facilitate interaction between proponents and committees, and represents the committees' actions to proponents. Responsible for database development and creation of forms and templates. Provides Committee Secretarial/Administrative support including but not limited to documentation of meeting minutes at committee meetings and creating effective presentations to communicate project information. Obtains user feedback, designs, develops and maintains committee websites ensuring content is current. This position is a combination of remote and on-site work; individual must live within a 100 mile driving distance to the Rochester Mayo Clinic campus. Visa sponsorship is not available for this position. Also, Mayo Clinic DOES NOT participate in the F-1 STEM OPT extension program.

Requirements

Successful completion of a one- or two-year degree/diploma in an administrative assistant/secretarial field and 3 years’ experience in an administrative assistant/secretarial role, to include at least one year working with Mayo Clinic committees, OR a minimum of 6 years’ experience in an administrative assistant/secretarial role, to include at least one year working with Mayo Clinic committees.
Excellent application of grammar, punctuation, and English usage.
Computer experience and proficiency on technical office equipment (computer, printer, dictation equipment, phone system, fax machine, etc.).
High-level skill in organization, clerical aptitude, interpersonal relations.
Excellent written and oral communication skills.
Ability to prioritize and handle a variety of tasks simultaneously.
Standard office practices.
Good decision-making and judgment.
Attention to detail and follow-through.
Ability to adapt to a rapidly changing environment.

Nice To Haves

Bachelor’s Degree preferred.
Experience with WordPress and SharePoint preferred.

Responsibilities

Documentation, database organization, and metric reporting of the committee.
Primary contact for committee-related questions.
Provides process coaching and training to individuals and department/divisions.
Ensures all request submissions are complete and meet committee requirements.
Assists in documenting, monitoring, and communicating timelines, milestones, and tasks.
Articulates current and future status of requests.
Communicates issues and action items and incorporates feedback into requests.
Utilizes project management tools and software applications.
Represents committees' actions to proponents.
Database development and creation of forms and templates.
Committee Secretarial/Administrative support, including documentation of meeting minutes.
Creates effective presentations to communicate project information.
Obtains user feedback, designs, develops, and maintains committee websites.
Ensures website content is current.