Administrative Assistant I (Pre-Admit Testing, Perianesthesia)

Gillette Children's•St Paul, MN

12d•Onsite

About The Position

The Administrative Assistant I provides administrative support to the Pre-Admit Testing Team and the Perianesthesia leader and team at Gillette Children’s main St. Paul campus. The role helps safely prepare surgical patients for upcoming procedures and supports smooth office operations through document and database maintenance, office coordination, and customer service. Depending on the work setting, the position may also include receptionist responsibilities. The role calls for effective communication, problem-solving, confidentiality, attention to detail, and teamwork across departments. This is a 1.0 FTE position, scheduled 40 hours per week, Monday through Friday, 9:00 a.m. to 5:30 p.m. The hourly wage range is $25.33 to $35.75, with a median wage of $29.80. Pay depends on factors including relevant experience, education, certification and licensure, and internal equity. Gillette offers a competitive benefits package to employees at 0.5 FTE and above.

Requirements

At least two years of related office experience.
Excellent customer service, organizational, and communication skills.
Ability to problem-solve and address customer concerns independently.
Typing speed of at least 45 words per minute.
Intermediate skills in Word, Excel, and PowerPoint; skills are tested in HR.
Email and scheduling experience.
Experience operating copy machines, fax machines, and multi-line telephone systems.
Ability to maintain a high level of confidentiality.
Excellent punctuation, grammar, and proofreading skills.
Strong attention to detail.
Medical terminology for patient-care, Quality Improvement, and Research departments.

Nice To Haves

Administrative or Microsoft certification.
Post-secondary education relevant to the position.
Previous experience in the same type of department.
Experience with software specific to the department.

Responsibilities

Provide administrative support and coordinate office activities to maintain smooth operations and departmental efficiency.
Create, compose, design, copy, and accurately complete documents, reports, letters, spreadsheets, presentations, minutes, forms, and correspondence.
Problem-solve independently to complete tasks; collect manual and computerized data; file and update records.
Use the Internet, intranet, and other websites to locate information.
Order supplies and catering, coordinate office equipment repairs, and organize and distribute mail.
Track and monitor information such as training records, financial information, schedules, conferences, and performance reviews.
Coordinate time and responsibilities to use time efficiently while maintaining priorities.
Schedule and coordinate meetings and events, arrange conference room space, and coordinate audiovisual equipment setup.
Provide customer service and handle communications, including phone calls and correspondence, promptly and appropriately.
Answer and route calls, take messages, handle inquiries, and courteously greet and assist visitors.
Coordinate and execute projects independently as requested and provide backup support to department colleagues.
Participate in professional development and activities supporting quality improvement, access, and patient satisfaction; complete annual education requirements and follow Gillette policies.