Administrative Assistant I (Pre-Admit Testing, Perianesthesia)

Gillette Children's•Saint Paul, MN

5d•$25 - $36•Onsite

About The Position

The Administrative Assistant I provides administrative support to the Pre-Admit Testing department and its staff, helping safely prepare surgical patients for upcoming procedures and supporting the Perianesthesia leader and team. The role maintains excellent customer service, creates and maintains documents and databases, and coordinates office procedures and staff activities. Receptionist responsibilities may also be included. The position requires effective communication and teamwork across coordinated care teams serving patients with complex conditions. The role supports smooth departmental operations by preparing and managing documents and records, collecting and tracking information, coordinating supplies and equipment repairs, organizing mail, scheduling meetings and events, arranging conference rooms and audiovisual setup, and responding to calls and visitors. It also coordinates projects, provides backup support to department colleagues, and participates in professional development and required annual education. This is a 1.0 FTE position (40 hours per week), Monday through Friday, 9:00 a.m. to 5:30 p.m., at the main St. Paul campus. 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, certifications, licensure, and internal equity. Benefits include a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits for employees working 0.5 FTE or above.

Requirements

Minimum of 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 office coordination to assigned departments and staff to maintain smooth operations and maximize efficiency and effectiveness.
Create, compose, design, copy, and accurately type reports, letters, spreadsheets, presentations, minutes, forms, correspondence, and other documents.
Problem-solve independently to complete tasks and address customer concerns.
Collect manual and computerized data; file and update documents and records.
Use the Internet, intranet (Vibe), and other websites to locate information.
Order supplies and catering, coordinate office equipment repairs, and organize and distribute mail.
Accurately 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.
Answer phones, route calls, take messages, handle inquiries, and professionally greet and assist visitors.
Coordinate and execute projects independently as requested.
Provide backup support to others in the department.
Participate in professional growth, access, quality improvement, and patient satisfaction activities while progressing toward goals.
Complete annual education requirements and perform job duties in accordance with Gillette policies.