Assistant Supervisor - Admin. Assistants

Mayo Clinic•Rochester, MN

2d•$23 - $33•Onsite

About The Position

This position is required to be within 100 miles of the Rochester, MN campus. Reports to and receives direction from supervisor/manager or other departmental leadership as appropriate. Collaborates with multidisciplinary teams, administrators, clinical staff, visitors, and external contacts to support operational needs. Applies expertise to perform a variety of non-clinical administrative support functions including coordination of meetings, events, and travel; calendar management; preparation of documents and presentations; invoice and reimbursement processing; correspondence management; departmental project support; maintenance of websites, databases, spreadsheets, and other business tools; and related administrative support activities. Demonstrates proficiency with technology and business applications, effectively navigating multiple systems and digital tools to support daily operations. Assumes supervisory responsibility for daily office activities in the absence of, or as delegated by, the supervisor or manager. Supports workforce effectiveness by assisting with onboarding, training reinforcement, coverage planning, workload distribution, and ongoing skill development in alignment with operational needs and leadership direction. Identifies opportunities to improve administrative workflows, reduce manual effort, increase consistency, and support adoption of new tools, technologies, and process enhancements. Serves as a key resource and liaison between administrative staff, supervisors, managers, and departmental leadership to help align priorities, resolve routine operational issues, and maintain service expectations. This position is not eligible for visa sponsorship/we will not transfer of sponsor a visa for this position. Also, Mayo Clinic DOES NOT participate in the F1 STEM OPT extension program. A 2-year commitment to the role is required.

Requirements

High school diploma or G. E. D. with a minimum of three years’ experience in an administrative support role OR one-year degree/diploma in an administrative, business, or medical-related program with a minimum of two-years’ experience in an administrative support role, OR an associate’s degree in an administrative, business, or medical-related program with a minimum of one year of experience in an administrative support role.
Demonstrates strong organizational, communication, customer service, and interpersonal skills.
Uses sound judgment, confidentiality, attention to detail, and follow-through.
Demonstrates leadership capability, problem-solving, coaching skills, adaptability, and the ability to support multiple priorities in a fast-paced environment.

Responsibilities

Coordination of meetings, events, and travel
Calendar management
Preparation of documents and presentations
Invoice and reimbursement processing
Correspondence management
Departmental project support
Maintenance of websites, databases, spreadsheets, and other business tools
Assumes supervisory responsibility for daily office activities in the absence of, or as delegated by, the supervisor or manager
Supports workforce effectiveness by assisting with onboarding, training reinforcement, coverage planning, workload distribution, and ongoing skill development
Identifies opportunities to improve administrative workflows, reduce manual effort, increase consistency, and support adoption of new tools, technologies, and process enhancements
Serves as a key resource and liaison between administrative staff, supervisors, managers, and departmental leadership