Administrative Assistant III

Department:

10010 Advocate Good Samaritan Hospital - Administration

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

This is a fulltime role, fully on-site Monday-Friday 7am to 3:30pm.

Pay Range

$28.05 - $42.10

Major Responsibilities:

• Preparation and dissemination of correspondence
• Composes, edits and types letters, memos, reports, agendas and other types of correspondence assuring accuracy and confidentiality.
• Prepares presentations, handouts, signage, invitations, etc. utilizing various software packages.
• Creates presentations (overheads, power point, etc) for President.
• Coordinates schedule of President and others
• Sets up meetings and maintains meeting schedule for President and assists other Administrative leadership with meeting set-up as needed.
• Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
• Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement
• Maintains and proactively manages calendars to alleviate conflicts, prioritize key meetings
• Coordinate executive leadership seminars, retreats, dinners and meeting details.
• Performance of diversified administrative work in support of department.
• Coordinates work or provides direction and/or guidance to others.
• Responds to correspondence not requiring president’s attention.
• Initiates follow up for calls, correspondence, etc., received by department.
• Answers phones for others within department and follows up on requests if able.
• Covers for other administrative assistants in department in their absence.
• Office coordinator of new administrative staff arranging for phones, files, keys, I.S. setup.
• Represents the organization in communication with team members, customers, and external community members
• Works directly with senior management in assuring accurate communication and scheduling.
• Navigates local and system partnerships, providing key context/background to the President and others.
• Provides necessary context and insight to President and Executives when responding to inquiries, pre-meeting preparation, or other appropriate situations.
• Responds to associate/patient complaints, resolves problems, screens and redirects calls from associates, patients, vendors.
• Greets and directs visitors.
• Supports Governing Council meetings and retreats, Executive Team meetings, and Leadership meetings
• Prepares agendas for regularly scheduled Governing Council, Executive team meetings, and leadership meetings
• Responsible for taking and distributing minutes of Governing Council
• Creates mechanisms for follow-up items and ensures completion
• Builds and updates appropriate SharePoint sites and web based content for executive team and leadership meetings
• Coordinates all logistics for Governing Council - for example location, time, necessary food arrangements, packet compilation, travel, etc.
• Builds rapport with Governing Council members, their representatives (e.g., administrative assistants) to ensure seamless and proactive interactions
• Supervises minor department expenses.
• Maintains and accountable for supply and recognition budget
• Prepares expense reports, check requests, petty cash reimbursement, invoice payment and Time & Attendance for cost center

Education/Experience Required:
• Associates Degree or equivalent, and a minimum of five or more years of administrative secretarial experience preferably with senior leadership support experience

Knowledge, Skills & Abilities Required:
• Typing of 60 wpm, preferred • Strong relationship management and interpersonal skills • Ability to work independently • Excellent organizational skills with demonstrated ability to prioritize and manage multiple tasks • Excellent attention of detail • Strong knowledge and demonstrated abilities in Microsoft products such as Word, Excel, Powerpoint. • Knowledge of SharePoint, Visio is preferred

Physical Requirements and Working Conditions:
• Professional representation of the President and other executives with internal and external constituents • Demonstrates exceptional customer service skills • Ability to work in changing environment • Ability to prioritize independently and respond to multiple simultaneous requests. • Ability to work under fast-paced conditions and in difficu