Administrative Assistant II
About The Position
Administrative Assistant II Department: 02408 WFBMG University Group Practice: WFBMC Main - Surgery: Orthopedics Status: Full time Benefits Eligible: Yes Hours Per Week: 40 Schedule Details/Additional Information: Monday through Friday 8:00-4:30 Pay Range $24.85 - $37.30 Major Responsibilities Preparation and dissemination of correspondence Types letters, memos, reports, and other types of correspondence from rough drafts or provided copy. Composes correspondence for supervisor/staff. Collects data and/or compiles information to prepare reports for department. Transcribes dictation and/or use shorthand. Prepares presentations, handouts, signs, invitations, etc. utilizing various software packages. Representation of the system in communication with associates, customers, and outside callers Greets and directs visitors. Responds to associate/patient complaints, resolves problems, or directs associate/patient to appropriate parties. Follows up on letters and phone calls, making sure appropriate parties follow through Performance of diversified administrative and secretarial work in support of the department. Compiles, analyzes, and summarizes data to prepare reports. Coordinates work or provides direction and/or guidance to others. Responds to correspondence not requiring supervisor’s attention. Monitors budget for department. Initiates follow up for calls, correspondence, etc., received by department. Answers phones for others within department and follows up on requests if able. Covers for other secretaries in department in their absence. Coordination of Supervisor’s schedule. Sets up meetings and maintains meeting schedule for supervisor and others within department. Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings. Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement. Supervision of minor department expenses. Maintains and orders supplies. Prepares expense reports, check requests, petty cash reimbursement, invoice payment, and timecards for department. Maintenance of department files. Maintains records and files within the department/unit. Creates and sets up filing systems for department/unit. Education/Experience • High school education or equivalent. • Experience a must. Up to 5 years of executive-level secretarial experience preferred. Knowledge, Skills & Abilities Required • Typing 60+ wpm, preferred • Basic computer knowledge • Ability to prioritize work • Effective interpersonal communication skills, written/verbal • Basic organizational skills Physical Requirements and Working Conditions • Ability to work in changing environment. • Ability to prioritize independently and respond to multiple simultaneous requests. • Ability to work under stressful conditions and in difficult situations. This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties. Our Commitment to You: Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including: Compensation Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training Premium pay such as shift, on call, and more based on a teammate's job Incentive pay for select positions Opportunity for annual increases based on performance Benefits and more Paid Time Off programs Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability Flexible Spending Accounts for eligible health care and dependent care expenses Family benefits such as adoption assistance and paid parental leave Defined contribution retirement plans with employer match and other financial wellness programs Educational Assistance Program About Advocate Health Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits. This is Transformation One shared purpose brought us together. Now, as one of the 10 largest not-for-profit, integrated health systems in the United States, our combined strength and stability drives us forward. Starting with You Caring for nearly 3 million people has inspired a transformation. One in which the patient’s experience guides our vision and empowers us to offer new possibilities in our communities. Reshaping Access What is access? It’s offering more sites of care than any other health system in the Midwest. But there’s a new frontier. Access is exploring the latest technologies to deliver care to patients exactly where they are and exactly when they need it Inspiring Professionals With our dynamically inclusive workforce and strong connections to the places where we live and work, we’ll touch more lives and contribute to stronger and more vibrant communities. Transforming Care We’re redefining the standard for care with world-class doctors and caregivers, innovative solutions, outstanding outcomes, and leading-edge research and clinical trials. Combined, Advocate and Aurora are recognized for clinical excellence in: Cardiovascular Care Neurosciences Gynecology Oncology Pediatrics Primary Care Neurology Geriatrics Trauma Care
Requirements
- High school education or equivalent.
- Experience a must.
- Typing 60+ wpm, preferred
- Basic computer knowledge
- Ability to prioritize work
- Effective interpersonal communication skills, written/verbal
- Basic organizational skills
- Ability to work in changing environment.
- Ability to prioritize independently and respond to multiple simultaneous requests.
- Ability to work under stressful conditions and in difficult situations.
Nice To Haves
- Up to 5 years of executive-level secretarial experience preferred.
Responsibilities
- Preparation and dissemination of correspondence Types letters, memos, reports, and other types of correspondence from rough drafts or provided copy. Composes correspondence for supervisor/staff. Collects data and/or compiles information to prepare reports for department. Transcribes dictation and/or use shorthand. Prepares presentations, handouts, signs, invitations, etc. utilizing various software packages.
- Representation of the system in communication with associates, customers, and outside callers Greets and directs visitors. Responds to associate/patient complaints, resolves problems, or directs associate/patient to appropriate parties. Follows up on letters and phone calls, making sure appropriate parties follow through
- Performance of diversified administrative and secretarial work in support of the department. Compiles, analyzes, and summarizes data to prepare reports. Coordinates work or provides direction and/or guidance to others. Responds to correspondence not requiring supervisor’s attention. Monitors budget for department. Initiates follow up for calls, correspondence, etc., received by department. Answers phones for others within department and follows up on requests if able. Covers for other secretaries in department in their absence.
- Coordination of Supervisor’s schedule. Sets up meetings and maintains meeting schedule for supervisor and others within department. Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings. Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement.
- Supervision of minor department expenses. Maintains and orders supplies. Prepares expense reports, check requests, petty cash reimbursement, invoice payment, and timecards for department.
- Maintenance of department files. Maintains records and files within the department/unit. Creates and sets up filing systems for department/unit.
Benefits
- Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:
- Compensation Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training Premium pay such as shift, on call, and more based on a teammate's job Incentive pay for select positions Opportunity for annual increases based on performance
- Benefits and more Paid Time Off programs Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability Flexible Spending Accounts for eligible health care and dependent care expenses Family benefits such as adoption assistance and paid parental leave Defined contribution retirement plans with employer match and other financial wellness programs Educational Assistance Program
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
11-50 employees
