Administrative Assistant - Administrative Services

Mayo Clinic•Rochester, MN

About The Position

The Administrative Assistant provides non-clinical administrative support, including scheduling, coordination, and follow-up for meetings, events, and professional travel; calendar management; preparation of documents and presentation materials; processing invoices and reimbursements; composing or transcribing correspondence and documents; supporting departmental projects and activities; maintaining websites, web pages, databases, spreadsheets, and social media accounts; and answering telephones with related follow-through. The role requires initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills, a commitment to quality and service excellence, confidentiality, professionalism, and attention to detail are important. The position also requires proficient use of computer hardware, software, telecommunications, and other office equipment, including the ability to navigate multiple systems simultaneously and ensure accuracy and completeness.

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 software to produce databases, spreadsheets, presentations, or similar materials.
High-level organizational, customer service, professionalism, and interpersonal skills.
Strong 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, judgment, and confidentiality.
Attention to detail and follow-through.
Experience coordinating travel and managing expenses.
Proficiency in English grammar, punctuation, and sentence structure.
Proficient use of computer hardware and software, telecommunications, and other office equipment.

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.