Administrative Assistant - Quality

Mayo Clinic•Phoenix, AZ

9h•Hybrid

About The Position

This role provides high-level administrative support for Arizona Quality initiatives, focusing on complex meeting coordination, document preparation, and web content management. Responsibilities include scheduling high-priority meetings, preparing agendas and minutes, creating, and maintaining SOPs, and managing content in WordPress and SharePoint. The ideal candidate is a strong communicator with excellent organizational skills, able to reprioritize as needed, and takes a proactive approach to problem-solving. They should be technically proficient, capable of supporting teams with SharePoint and other collaboration tools, and comfortable working both independently and collaboratively. Onsite presence is required for specific projects and initiatives. Provides administrative support by performing delegated administrative and clerical duties for the assigned work area(s). Exhibits confidentiality, flexibility, accountability, and professionalism. Prioritizes heavy work volume among the various areas according to department demands. Responsibilities may include: Transcribing correspondence/documents; maintaining calendars; scheduling meetings; making travel arrangements and processing reimbursement for travel and other professional expenses; answering multi-line telephones and providing related follow-through; creating and maintaining web pages and databases/spreadsheets; providing support to departmental projects/activities as assigned; preparing reports, meeting agendas and minutes, and presentation materials; and, maintaining electronic files and records. Serves as a resource to the institution for department related needs and questions. May be responsible for supporting multiple individuals and performing high priority responsibilities or tasks in fast-paced environment. The position is hybrid with 50% or more remote work. Candidate must reside within driving distance of the campus to provide onsite support as needed This vacancy is not eligible for sponsorship / we will not sponsor or transfer visas for this position. During the selection process, you may participate in an OnDemand (pre-recorded) interview that you can complete at your convenience. During the OnDemand interview, a question will appear on your screen, and you will have time to consider each question before responding. You will have the opportunity to re-record your answer to each question - Mayo Clinic will only see the final recording. The complete interview will be reviewed by a Mayo Clinic staff member and you will be notified of next steps.

Requirements

Strong communicator
Excellent organizational skills
Ability to reprioritize as needed
Proactive approach to problem-solving
Technically proficient
Capable of supporting teams with SharePoint and other collaboration tools
Comfortable working both independently and collaboratively
Onsite presence is required for specific projects and initiatives
Exhibits confidentiality, flexibility, accountability, and professionalism

Responsibilities

Scheduling high-priority meetings
Preparing agendas and minutes
Creating and maintaining SOPs
Managing content in WordPress and SharePoint
Transcribing correspondence/documents
Maintaining calendars
Making travel arrangements and processing reimbursement for travel and other professional expenses
Answering multi-line telephones and providing related follow-through
Creating and maintaining web pages and databases/spreadsheets
Providing support to departmental projects/activities as assigned
Preparing reports, meeting agendas and minutes, and presentation materials
Maintaining electronic files and records
Serving as a resource to the institution for department related needs and questions