Administrative Assistant Research Institute

Banner Health

1d•Onsite

About The Position

Located in the retirement community of Sun City, Arizona and serving the Sun Cities, Surprise, Peoria, and surrounding areas, the Banner Sun Health Research Institute conducts research, clinical care, prevention and education in both memory and movement disorders. Since its founding in 1986, the work by our scientists and physicians has had a significant impact on generating ground-breaking research in these debilitating age-related diseases. As an Administrative Assistant, you'll play a vital role in ensuring exceptional service and smooth daily operations across our campus. In addition to supporting multiple departments and serving as a front-facing representative for patients, participants, and visitors, this role will serve as backup support to the Senior Executive Assistant, helping ensure efficient operations and continuity of executive administrative services. Banner Alzheimer's Institute (BAI) was established in 2006 as Banner Health's first Center of Excellence. Banner Sun Health Research Institute (BSHRI) was founded in 1986. Our team is uniquely, passionately, and strategically committed to ending Alzheimer's disease and other neurodegenerative disorders without losing another generation, advancing oncology research to improve cancer prevention and treatment outcomes, and providing an unparalleled model of care for families facing these devastating diseases. Banner Research is committed to improving people's lives through comprehensive patient care and advances that capitalize on the best biomedical research. We intend to make a transformational difference in Alzheimer's disease, other neurodegenerative disorders, and oncology research and care. This position provides clerical and administrative services and assistance requiring occasional discretion and judgment.

Requirements

High school diploma/GED or equivalent working knowledge.
Working knowledge of clerical and administrative services as normally demonstrated through three years administrative support experience.
Ability to follow oral and written directions as they relate to the functions listed above.
Excellent oral, written and interpersonal communication skills to effectively interact with departmental personnel, assist customers with inquiries, schedule meetings and appointments, as well as, provide assistance with incoming telephone calls and walk-ins.
Working knowledge of personal software packages to perform the clerical and administrative functions described above.
Ability to organize, prioritize and multi-task workload in a fast paced environment and maintain a professional manner.
Employees working at Banner Behavioral Health Hospital, BTMC Behavioral, and BUMG, BUMCT, or BUMCS in a Behavioral Health clinical setting that serves children must possess an Arizona Fingerprint Clearance Card at the time of hire and maintain the card for the duration of their employment.
An Arizona Criminal History Affidavit must be signed upon hire.

Nice To Haves

Associate's degree
Additional related education and/or experience preferred.

Responsibilities

Welcome and assist Brain and Body Donation Program participants, Clinical Trial participants, patients, and visitors at the front desk.
Provide outstanding customer service and create a positive experience for all individuals entering our facility.
Greet and assist participants attending Brain Health Check visits and Center for Healthy Aging programs.
Answer and direct incoming phone calls in a professional and courteous manner.
Process invoices and maintain records using DocuWare.
Order and maintain office supplies to support departmental needs.
Receive, sort, and distribute packages and deliveries, notifying appropriate departments upon arrival.
Provide administrative support to multiple departments and providers as needed.
Assist with special projects and other operational duties to support the team's success.
Word processes correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed. This may include taking and transcribing dictation involving general business and healthcare vocabulary and a limited range of specialized terminology.
Prepares, collates, and distributes various reports in a timely and accurate manner. This includes completing or handling recurring department projects or one-time projects, as directed by supervisor.
Screens telephone calls and visitors and directs to appropriate parties. Provides information to callers, requiring detailed knowledge of department’s area of responsibility and general knowledge of company policies, practices, and operations.
Performs confidential administrative functions on occasion where errors could have moderate effect on costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies and taking, transcribing and distributing minutes of important meetings.
May coordinate supervisor’s and/or department’s calendar, including scheduling meetings and appointments, following established instructions. May coordinate meeting and training classes, registration and preparation of materials, AVA setup, and other classroom preparation. May present classes. May develop meeting/classroom fliers and material and prepare summary data of attendance, etc. may reconcile related invoices and expenses. May arrange travel and hotel accommodations as necessary.
May open and screen mail directed to supervisor. Composes responses to routine inquiries, and ascertains which items can be delegated to subordinate managers, and forward appropriate items to manager.
May provide clerical and administrative support to department staff, maintaining a high degree of confidentiality on all sensitive information this position is privy to.
May maintain supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
This position primarily focuses on supporting one supervisor. This position has frequent interaction with, but is not limited to, employees, physicians, patients, visitors, community agencies, vendors, etc.