Administrative Assistant - Hybrid

Mayo Clinic•Rochester, MN

2d•Hybrid

About The Position

Applies 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; creating and maintaining web sites, web pages, databases, spreadsheets, social media accounts; 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; 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. Qualifications 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. This position will support division/department chairs and managers with meeting coordination, agenda preparation and distribution, meeting minutes, event planning and support, recruitment efforts, planning and execution of visitor travel and meeting itineraries, expense reimbursement, and other non-clinical support tasks. The well-qualified candidate will possess the ability to anticipate leadership needs and make decisions to act independently when appropriate.

Requirements

high school diploma or G. E. D. with a minimum of two years’ experience in an administrative support role
one-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role
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.
high-level skills in organization
high-level skills in customer service
high-level skills in professionalism
high-level skills in interpersonal relations
high-level skills in written communication
high-level skills in oral communication
ability to prioritize
ability to frequently and quickly shift tasks
ability to adapt to a rapidly changing environment
effective decision-making
appropriate decision-making
judgment
confidentiality
attention to detail
follow-through
Experience with coordination of travel and expense management
Proficient application of English grammar, punctuation, and sentence structure