Administrative Support Senior Associate, Pulmonology Clinic

Department:

36412 Wake Forest University Health Sciences - Pulmonology Clinic

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

Monday - Friday 8AM - 5PM

Pay Range

$24.10 - $36.15

JOB SUMMARY

Under limited supervision, the Senior Administrative Support Associate facilitates department work by providing specialized and/or complex administrative and operational support for a department/program/clinic. Exercises judgement in selecting and applying established procedures correctly and when to refer situations based on thorough knowledge of assigned department/program/clinic standard operating procedures. Maintains cooperative working relationships and an open line of communication with other departments and members of the Medical Center. Resolves problems to improve customer service. Assists with the organization of the leadership?s time and maintains accurate schedules. Additional responsibilities include, compiling information, creating spreadsheets, drafting communications and preparing written documents using Microsoft Word, Excel and other programs.

EDUCATION/EXPERIENCE

High school diploma or GED equivalent and two years related experience.

Associate's degree preferred.

ESSENTIAL FUNCTIONS

1. Performs a variety of complex tasks to assist or relieve direct supervisor of operational and administrative support activities by managing, organizing, prioritizing, completing and/or delegating work on behalf of supervisor when appropriate and within established guidelines, policies and procedures. May sign on behalf of supervisor as delegated.

2. Summarize the content of incoming materials, meeting minutes or other gathered data to assist supervisor with identifying emerging or priority issues.

3. Maintains leadership's or departmental calendar(s). This includes making appointments, arranging meetings, scheduling departmental activities, and arranging travel. Makes arrangements for facilities and audiovisual equipment as needed. Facilitates operational details of department/program/clinic.

4. May interview, hire, train and direct students or other administrative staff as assigned. This includes advising on new procedures, coordinating information and accommodating workload needs.

5. Responsible for screening and referring callers, taking messages, and routing calls according to procedures. Uses organizational familiarity and discretion to address concerns and escalates to direct supervisor as needed. Provides detailed responses to information requests about programs and activities.

6. Prepares routine to complex correspondence, agendas, proposals, course materials, schedules, articles, meeting minutes, reports and other materials. Reviews materials for accuracy and correct format.

7. Provides requested information for special reports/projects by researching files and records, retrieving stores data, compiling data, organizing and presenting information in a usable format, such as graphs, tables and charts.

8. Assists with business-related financial duties such as tracking accounts, producing financial reports, and providing budget preparation support.

9. Prepares, processes and maintains financial operation records, such as payroll, purchasing and requisitions.

10. Maintains inventory and supplies for department/program/clinic.

11. Performs other related duties as assigned.

SKILLS & QUALIFICATIONS

Excellent oral and written communication skills

Proficient use of Microsoft Office

Strong organizational skills with attention to detail

Ability to work well with numbers and statistics

Strong customer service skills

Ability to direct the work of others

Ability to maintain confidentiality

WORK ENVIRONMENT

Clean, well lit, comfortable, office environment

May be subject to interruptions

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training

• Premium pay such as shift, on call, and more based on a teammate's job

• Incentive pay