Administrative Specialist - People and Culture

Mayo Clinic•Rochester, MN

8d•$27 - $41•Hybrid

About The Position

Mayo Clinic is a top-ranked healthcare provider dedicated to putting patients first. They invest in competitive compensation and comprehensive benefit plans for their employees, offering continuing education and advancement opportunities for career growth. This specific role supports the committee that governs Mayo Clinic, involving documentation, database organization, metric reporting, and serving as a primary contact for committee-related inquiries. The position requires process coaching and training, ensuring request submissions meet committee requirements, and collaborating with committee secretary and leadership on timelines and tasks. The specialist will articulate request status, communicate issues, and incorporate feedback. They will utilize project management tools, develop databases, create forms and templates, and provide committee secretarial/administrative support, including documenting meeting minutes and creating presentations. Website maintenance and content updates are also part of the role. This position is a hybrid of remote and on-site work, requiring the individual to live within a 100-mile driving distance of the Rochester Mayo Clinic campus. Visa sponsorship is not available, and Mayo Clinic does not participate in the F-1 STEM OPT extension program.

Requirements

Requires successful completion of a one- or two-year degree/diploma in an administrative assistant/secretarial field and 3 years’ experience in an administrative assistant/secretarial role, to include at least one year working with Mayo Clinic committees, OR a minimum of 6 years’ experience in an administrative assistant/secretarial role, to include at least one year working with Mayo Clinic committees.
Requires excellent application of grammar, punctuation, and English usage.
Must have computer experience and possess proficiency on technical office equipment (computer, printer, dictation equipment, phone system, fax machine, etc.).
Must possess high-level skill in organization, clerical aptitude, interpersonal relations, excellent written and oral communication skills, and have the ability to prioritize and handle a variety of tasks simultaneously, including standard office practices.
Must demonstrate good decision-making and judgment as well as attention to detail and follow-through.
Must be able to adapt to a rapidly changing environment.
Individual must live within a 100 mile driving distance to the Rochester Mayo Clinic campus.

Nice To Haves

Bachelor’s Degree preferred.
Experience with WordPress and SharePoint preferred.

Responsibilities

Responsible for the documentation, database organization, and metric reporting of the committee that serves as the governing body for Mayo Clinic.
Serve as the primary contact for committee-related questions.
Provide process coaching and training to individuals and department/divisions.
Ensure all request submissions are complete and meet the requirements of the committee.
Work closely and collaboratively with committee secretary and leadership to assist in documenting, monitoring, and communicating timelines, milestones and tasks.
Articulate current and future status of requests.
Communicate issues and action items and incorporate feedback into requests.
Utilize appropriate project management tools and software applications to facilitate interaction between proponents and committees, and represent the committees' actions to proponents.
Responsible for database development and creation of forms and templates.
Provide Committee Secretarial/Administrative support including but not limited to documentation of meeting minutes at committee meetings and creating effective presentations to communicate project information.
Obtain user feedback, design, develop and maintain committee websites ensuring content is current.