Administrative Assistant II

Gillette Children's•Saint Paul, MN

2d•$25 - $36•Onsite

About The Position

Gillette Children's is recruiting an Administrative Assistant II to support its Research department and staff. The primary work location is 680 Jackson, with work at 200/205 University as needed based on Research Department needs. The standard schedule is Monday through Friday during business hours, and this is a 1.0 FTE position. The role provides administrative support to the department and staff, 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 supports coordinated, efficient teamwork across departments and levels of staff serving patients with challenging and complex conditions. The hourly wage is $25.33 to $35.75, with a median wage of $29.80. Pay depends on relevant work 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

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 the assigned department and/or 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; collect manual and computerized data; and file and update documents and records.
Use the Internet, the Vibe intranet, 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 top priorities.
Schedule and coordinate meetings and events, arrange conference room space, and coordinate setup of conference room audiovisual equipment.
Provide customer service and manage phone calls and correspondence so internal and external information is handled appropriately and promptly.
Answer phones, route calls, take messages, handle inquiries as appropriate, and greet and assist visitors professionally and courteously.
Independently coordinate and execute projects as requested.
Provide backup support to others in the department.
Participate in activities promoting professional growth, ease of access, quality improvement, and patient satisfaction, while progressing toward goals.
Complete annual education requirements and perform all aspects of the job in accordance with Gillette policies.