Administrative Assistant III

Trinity Health • Ann Arbor, MI

6d • Onsite

About The Position

As a senior-level administrative assistant, this role oversees or provides comprehensive administrative support within one or more major functions (e.g., large medical department, executive suite, or similar-level area). The position independently composes and prepares non-routine correspondence, schedules, and coordinates complex meetings. It involves gathering and analyzing data to develop non-routine reports, and developing preliminary budget recommendations, projections, and forecasts. The role anticipates department and management needs and takes initiative to develop action plans to meet those needs. The Administrative Assistant III acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns, and recommends courses of action to resolve them. This position may also be responsible for training, providing direction, or delegating tasks to less senior assistants.

Requirements

• Associate's degree or equivalent.
• Minimum of 7 years of administrative support experience.
• Additional formal clerical and PC training.
• Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.).
• Proficiency using databases and graphics software.

Nice To Haves

• Experience in a large medical department, executive suite, or similar-level area.
• Experience training, providing direction, or delegating tasks to less senior assistants.

Responsibilities

• Performs typing of correspondence, documents, and reports, usually from rough draft, machine dictation, or shorthand.
• Composes and types/word processes complex and non-routine correspondence, meeting minutes, and recurring reports, according to manager’s directions.
• Types a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex, sensitive, and confidential in nature.
• Proofreads and edits final materials for accuracy, consistency, and clarity, and submits for approval.
• Plans and organizes routine office workflow.
• Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost.
• Takes action on items not requiring the personal attention of the manager.
• Develops, implements, and maintains departmental record-keeping and filing systems.
• Handles a significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work, and purchase orders.
• Prepares, maintains, and processes a variety of records and logs.
• Updates records and files.
• Assists in preparing complex administrative and statistical reports and projects.
• Uses knowledge of hospital policies and procedures to perform difficult information gathering, compute complex calculations, interpret and analyze data, draw conclusions, and draft narrative results.
• Prepares recurring and non-recurring reports and analyses for review by manager.
• Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting, and/or other purposes.
• Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities.
• Attends meetings as requested.
• Maintains calendars and schedules of supported personnel.
• Makes travel arrangements.
• Assists in developing and monitoring departmental budgets, forecasts, and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies.
• Has delegated authority to authorize routine expenditures.
• Receives and reads incoming correspondence, reports, memoranda, and mail.
• Screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to manager or others with necessary background information.
• Processes outgoing mail and packages.
• Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff, or influential outsiders.
• Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature.
• Responds to inquiries regarding departmental services, records, and other matters by utilizing in-depth knowledge of departmental operations and ability to interpret established departmental policies and procedures.
• Places, receives, and routes telephone calls and messages.
• Screens and prioritizes calls.
• Receives, greets, and screens visitors, patients, and/or employees.
• Ensures amenities are available.
• Notifies appropriate staff and directs visitors and deliveries to appropriate areas.
• Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency, and cost effectiveness.
• Orders and maintains office and/or medical supplies.
• Coordinates maintenance and repair of office equipment.
• Keeps work and visitor areas clean and well organized.
• Assists in orientation and training of new clerical staff members.

Benefits

• Competitive compensation
• DAILYPAY
• Benefits effective Day One! No waiting periods.
• Full benefits package including Medical, Dental, Vision, PTO, Life Insurance, Short and Long-term Disability
• Retirement savings plan with employer match and contributions
• Opportunity for growth and advancement throughout Trinity Health
• Tuition Reimbursement

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: Associate degree