Supervisor - Administrative Assistant

Mayo Clinic • Phoenix, AZ

95d

About The Position

Responsible for the overall management, coordination, and performance of administrative assistants. May also be responsible for managing leads, assistant supervisors, executive assistants, and others, potentially across multiple locations. Provides daily leadership, task direction, education, orientation, mentoring, and operational problem solving to staff. Responsible for quality and service expectations and adherence of institutional and departmental policies, procedures, processes, guidelines, and best practices of staff under their supervision. Accountable for appropriate staffing to meet the needs of the work unit, knowledgeable in workforce planning requirements, and ensures the appropriate onboarding and training processes are applied to new hires including developing training plans and reinforcement of skills. Identifies and analyzes operational/practice improvement opportunities, develops ideas for improvements, and implements changes. Able to effectively utilize resources to solve problems. Routinely spends a large percentage of time performing non-clinical administrative support tasks, and exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Applies expertise to perform a variety of administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing 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. 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.

Requirements

• High school diploma or G.E.D. with a minimum of six years' experience in an administrative support role.
• One-year degree/diploma in an administrative, business, or medical-related program with a minimum of five years' experience in an administrative support role.
• Associate's degree in an administrative, business, or medical-related program with four years' experience in an administrative support role.
• Bachelor's degree in an administrative, business, or medical-related program with two years' experience in an administrative support role.
• Experience in meeting management and calendar coordination.
• Experience in creating/transcribing correspondence/documents.
• Utilization of business-related software to produce databases, spreadsheets, presentations, etc.
• Demonstrated leadership and organizational skills.
• Ability to communicate effectively with others.
• High-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication.
• Ability to prioritize and adapt to a rapidly changing environment.
• Effective decision-making, judgment, and confidentiality.
• Attention to detail and follow-through.
• Experience with coordination of meetings, travel, and expense management.
• Proficient application of English grammar, punctuation, and sentence structure.

Nice To Haves

• Prior management experience.

Responsibilities

• Overall management, coordination, and performance of administrative assistants.
• Managing leads, assistant supervisors, executive assistants, and others across multiple locations.
• Providing daily leadership, task direction, education, orientation, mentoring, and operational problem solving to staff.
• Ensuring adherence to institutional and departmental policies, procedures, processes, guidelines, and best practices.
• Accountable for appropriate staffing and workforce planning.
• Ensuring onboarding and training processes for new hires.
• Identifying and analyzing operational/practice improvement opportunities.
• Performing non-clinical administrative support tasks.
• Scheduling, coordinating, and following up on meetings, events, and professional travel.
• Managing calendars and preparing documents and presentation materials.
• Processing invoices and reimbursements.
• Composing and/or transcribing correspondence/documents.
• Supporting departmental projects/activities.
• Creating and maintaining websites, databases, spreadsheets, and social media accounts.
• Answering telephones and providing follow-through.

What This Job Offers

• Industry: Hospitals
• Education Level: Bachelor's degree