Administrative Assistant II

Gillette Children's•St Paul, MN

4d•Hybrid

About The Position

Gillette Children's is seeking an Administrative Assistant II to support the Nurse Help Line and Care Management departments. This position is primarily remote with occasional on-site training or events. The selected candidate must reside in Minnesota or Wisconsin and have the ability to work onsite in St. Paul, MN as needed. The purpose of this position is to provide administrative support to the department and staff, maintain and promote excellent customer service, create and maintain documents and/or databases, and coordinate office procedures and staff activities. The role may also include receptionist responsibilities. Serving patients with challenging and complex conditions requires a concentration of specialized staff able to work in highly coordinated teams, organizing care around each patient’s condition. This requires staff at multiple levels and across many departments to exhibit exceptional teamwork qualities, including efficient and effective communication and adopting behaviors for high-functioning integrated teams.

Requirements

Minimum of two years related office experience
Excellent customer service, organizational, and communication skills
Ability to problem-solve and address customer concerns independently
Type a minimum of 45 wpm
Intermediate skills in Word, Excel, and PowerPoint (test in HR)
E-mail and scheduling experience
Experience operating copy machines, fax machines, and multi-line telephone systems
Able 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 same type of department
Experience with software specific to the department
Medical terminology for patient-care, Quality Improvement, and Research departments

Responsibilities

Provides administrative support and office coordination to assigned department and/or staff to maintain smooth operations and maximize departmental efficiency and effectiveness.
Creates, composes, designs, copies reports, letters, spreadsheets, presentations, minutes, forms, correspondence, and other documents.
Types various materials and completes documents accurately.
Problem-solves as needed to complete tasks independently.
Collects manual and computerized data.
Files and updates documents and records.
Uses the Internet, intranet (Vibe) and other websites to locate information.
Orders supplies and catering.
Coordinates repair of office equipment.
Organizes and distributes mail.
Accurately tracks and monitors information such as training records, financial information, schedules, conferences, performance reviews, etc.
Coordinates time and responsibilities as requested to ensure time is used most efficiently while maintaining top priorities.
Schedules and coordinates meetings and events; arranges conference room space.
Coordinates set-up of audio visual equipment in conference rooms.
Provides customer service and facilitates a variety of communications, including phone calls and correspondence to ensure that internal and external information is appropriately and promptly handled.
Answers phones, routes calls, takes messages, and handles inquiries as appropriate.
Professionally and courteously greets and assists visitors.
Coordinates and executes various projects as requested independently.
Provides back-up support to others in the department.
Participates in activities that promote professional growth, ease of access, quality improvement and patient satisfaction while demonstrating progress toward completion of goals.
Completes all annual education requirements within the last evaluation cycle; demonstrates knowledge by performing all aspects of job in accordance with Gillette policies.