Administrative Assistant II

CommonSpirit Health • University Place, WA

1d

About The Position

As our Administrative Assistant, you'll be an invaluable part of our office team, supporting leadership and ensuring seamless daily operations with kindness and high-quality work. Every day, you'll manage inquiries, greet visitors, contribute to stakeholder meetings (clinical staff to CEO), and utilize Google Suite to maintain seamless operations and confidentiality. To be successful, you must possess exceptional organizational skills, a proactive approach to problem-solving, and a commitment to anticipating needs and providing timely, accurate support.

Requirements

• Three years of related office or secretarial work experience
• None, upon hire

Responsibilities

• Coordinates budget preparation and consolidation activities for the Leader/Director; monitors and maintains accurate account of budget and department sub-accounts; monitors invoices and expense reports; gathers information for budget variance reports and financial spreadsheets, and produces regular reports; codes and submits bills for payment; processes check and education requests; may reconcile invoices and enter charges.
• Addresses questions that are not easily resolved through the application of existing guidelines or past practices utilizing knowledge of strategic company objectives and the Leader/Director’s management style; determines steps necessary to effectively and expeditiously resolve issue(s) at hand; identifies and accesses sources of relevant data, gathers facts, researches corporate and/or internal materials such as policies, procedures, correspondence, plans, standards and other formal or informal guidelines to formulate a proper course of action.
• Researches and analyzes planned/proposed changes to procedures; gathers, compiles and interprets data; studies a situation or problem to determine appropriate resolution; summarizes data to clarify findings; identifies alternative courses of action; identifies operational impact on organizational unit; recommends course of action.
• May coordinate company/department conferences or special events; prepares budget and monitors expenses to ensure they are charged correctly; plans and arranges for catering; collaborates with Marketing to develop theme and advertising for event; reviews vendor proposals for goods and services; verifies invoices for vendor payment; promotes participation and organizes ticket sales.
• Keeps abreast of industry trends and competitive practices as they relate generally to the function, and more specifically to current priorities, activities and programs; provides information and guidance as requested to facilitate understanding of the department’s objectives and to engender cooperative attitudes.
• May produce and maintain contracts/agreements and monitor compliance with applicable terms and provisions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed