Administrative Assistant - SPPDG Research

Mayo Clinic • Rochester, MN

2d • Onsite

About The Position

The Mayo Clinic Special Purpose Processor Development Group (SPPDG) is seeking an Administrative Assistant. Primary duties include the ability to apply expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; answering telephones and providing related follow-through. Exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills, with a commitment to quality and excellence in service, confidentiality, and professionalism are important components of the role. Demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment and ability to navigate multiple systems simultaneously. Is accountable for ensuring accuracy and completeness through attention to detail. This position is in support of the Special Purpose Processor Development Group (SPPDG), a research group focused on design, analysis, and testing of high-performance electronics located on the Rochester, MN campus.

Requirements

• Position requires high school diploma or G. E. D. with a minimum of two years’ experience in an administrative support role or one-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role, or an associate’s degree in an administrative, business, or medical-related program.
• Administrative support role experience must include performance of responsibilities such as meeting management and calendar coordination, creating/transcribing correspondence/documents, and utilization of business-related software to produce databases, spreadsheets, presentations, etc.
• Possess high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication, and the ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment.
• Demonstrate effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-through.
• Experience with coordination of travel and expense management.
• Proficient application of English grammar, punctuation, and sentence structure.
• Note: This position requires obtaining and maintaining a Secret clearance and adhering to security requirements described in the NISPOM. Therefore, must be a U.S. Citizen.
• Visa sponsorship is not available for this position.

Nice To Haves

• Ability to thrive independently with minimal supervision, manage multiple tasks simultaneously, demonstrate the ability to think critically, and provide exemplary customer service
• Ability to prioritize and manage workload in a highly dynamic, fast paced environment.
• The successful candidate will be comfortable with ambiguity and will be able to make preliminary decisions with limited and/or incomplete information
• Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
• Demonstrate ability to solve problems by planning in advance to avoid potential crises and conflict
• Demonstrate effective and appropriate decision-making, judgment, attention to detail, and follow-through
• Demonstrate proficient application of English grammar, punctuation, and sentence structure
• Ability to handle sensitive information appropriately
• Experience with Microsoft Office tools such as Outlook, Word, and Excel
• Experience with Mayo Clinic enterprise-wide systems for travel coordination (Get There), timekeeping (UKG), and expense management (Oracle)
• Knowledge of Mayo Research practices, policies, and tools used for resume/CV management (Biosketch and REAIMS)
• Ability to acquire Notary Certification

Responsibilities

• Scheduling, coordination, and follow-up tasks for meetings, events, and professional travel
• Managing of calendars
• Preparing documents and presentation materials
• Processing invoices and reimbursements
• Composing and/or transcribing correspondence/documents
• Supporting departmental projects/activities
• Answering telephones and providing related follow-through

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees