Administrative Assistant II

Gillette Children's•Saint Paul, MN

1d•Onsite

About The Position

Gillette Children's is recruiting an Administrative Assistant II to provide administrative support to the Research department and staff. The primary work location is 680 Jackson, with work at 200/205 University as needed based on department needs. This 1.0 FTE position is scheduled Monday through Friday during business hours. The role supports department operations by maintaining documents and databases, coordinating office procedures and staff activities, and providing excellent customer service. It may include receptionist responsibilities. The position calls for effective communication, teamwork, and coordination across departments to support care for patients with complex conditions. The hourly wage range is $25.33 to $35.75, with a median of $29.80. Pay depends on factors including relevant experience, education, certification and licensure, and internal equity. Gillette Children's offers a competitive benefits package that includes a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits for employees working at least 0.5 FTE.

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.

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.
Medical terminology for patient-care, Quality Improvement, and Research departments.

Responsibilities

Provide administrative support and office coordination to maintain smooth operations and maximize departmental efficiency and effectiveness.
Create, compose, design, copy, and accurately complete reports, letters, spreadsheets, presentations, minutes, forms, correspondence, and other documents.
Problem-solve independently to complete assigned tasks.
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.
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 setup of audiovisual equipment.
Provide customer service and facilitate communications, including phone calls and correspondence, so information is handled appropriately and promptly.
Answer phones, route calls, take messages, and handle inquiries as appropriate.
Greet and assist visitors professionally and courteously.
Coordinate and execute projects independently as requested.
Provide backup support to others in the department.
Participate in activities that promote professional growth, ease of access, quality improvement, and patient satisfaction, while progressing toward goals.
Complete annual education requirements and perform job duties in accordance with Gillette policies.