Administrative Assistant - Administrative Services

Mayo Clinic • Rochester, MN

10h • $22 - $30

About The Position

The Administrative Assistant provides non-clinical administrative support, including scheduling and coordinating meetings, events, and professional travel; managing calendars; preparing documents and presentations; processing invoices and reimbursements; composing or transcribing correspondence; supporting departmental projects; maintaining websites, databases, spreadsheets, and social media accounts; and answering telephones. The role calls for initiative, adaptability, strong organizational and communication skills, confidentiality, professionalism, and a commitment to quality service. The assistant uses computer hardware, software, telecommunications, and other office equipment, navigates multiple systems, and ensures accuracy and completeness through attention to detail.

Requirements

• High school diploma or GED plus at least two years of administrative support experience; or a one-year degree/diploma in an administrative, business, or medical-related program plus at least one year of administrative support experience; or an associate’s degree in an administrative, business, or medical-related program.
• Administrative support experience must include meeting management and calendar coordination, creating or transcribing correspondence/documents, and using business-related software to produce databases, spreadsheets, presentations, or similar materials.
• Strong organization, customer service, professionalism, interpersonal relations, and written and oral communication skills.
• Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment.
• Effective and appropriate decision-making and judgment, confidentiality, attention to detail, and follow-through.
• Experience coordinating travel and managing expenses.
• Proficient English grammar, punctuation, and sentence structure.

Responsibilities

• Schedule, coordinate, and follow up on meetings, events, and professional travel.
• Manage calendars.
• Prepare documents and presentation materials.
• Process invoices and reimbursements.
• Compose and/or transcribe correspondence and documents.
• Support departmental projects and activities.
• Create and maintain websites, web pages, databases, spreadsheets, and social media accounts.
• Answer telephones and provide related follow-through.
• Use office hardware, software, telecommunications, and other equipment, including navigating multiple systems simultaneously.
• Ensure accuracy and completeness through attention to detail.

Benefits

• Multiple medical plan options.
• Dental coverage through Delta Dental or a reimbursement account for flexible coverage.
• Affordable vision plan with a national network.
• Health Savings Account and Flexible Spending Accounts for eligible expenses.
• Competitive retirement package.
• Continuing education and advancement opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree