Administrative Specialist III

Job Summary Independently plans and executes information maintenance and distribution by drafting standard and nonstandard presentations, detailed correspondence, and reports. Executes workflow independently by assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis. Contributes to event coordination by beginning to develop relationships with leads assistants and an understanding of organizational hierarchy when coordinating and calendaring meetings for directors and their direct teams, independently. Contributes to event execution by assisting senior colleagues to gather materials, plan, and arrange medium‑scale events. Enacts data maintenance and management by integrating department data and documentation retention policies into all products. Essential Responsibilities Pursues effective relationships with others by proactively providing resources, information, advice, and expertise to coworkers and members; listens to, seeks, and addresses performance feedback; provides mentoring to team members; pursues self‑development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples; adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes; supports and responds to the needs of others to support a business outcome. Completes work assignments autonomously by applying up-to-date expertise in the subject area to generate creative solutions; ensures all procedures and policies are followed; leverages an understanding of data and resources to support projects or initiatives; collaborates cross‑functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information; supports, identifies, and monitors priorities, deadlines, and expectations; identifies, speaks up, and implements ways to address improvement opportunities for the team. Independently plans and executes information dissemination by drafting standard and nonstandard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with regular review from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers; labeling, sorting, and maintaining the integrity of department files; and utilizing a variety of software and databases to retrieve required information to write detailed reports. Executes the workflow of the department independently by assisting in the novel resolution of standard and nonstandard requests from department managers on an ad‑hoc basis; anticipating and offering assistance for business needs such as manager email requests; operating standard office equipment (e.g., email, fax, xerox); beginning to maintain databases and websites with review from senior colleagues; maintaining inventory control, stocking, and providing solutions for department office inventory, equipment, and employee work‑environment resources; receiving, screening, and referring nonstandard and standard incoming and outgoing emails, calls, and visits to appropriate staff; investigating time‑card issues and providing recommendations to management; learning about new staffing onboarding activities and assisting in execution; and leveraging the HR information system to maintain knowledge of contract language, standard/nonstandard pay practices, and changes to job functions, descriptions, and role goals. Contributes to event coordination by developing relationships with leads assistants and understanding organizational hierarchy to coordinate, calendar, and facilitate meetings for directors and their direct teams with front‑line employees; may independently plan for meeting facilitation through PowerPoint presentation coordination, taking parking‑lot notes, ensuring equipment works, and ordering food when appropriate; finding and booking meeting rooms appropriate for the audience and meeting objectives. Contributes to event execution by assisting senior colleagues to gather materials, plan, and arrange medium‑scale events; organizing standard and nonstandard travel arrangements for large, complex events; assisting in the execution of medium group meetings and conferences; providing on‑site coordination for nonstandard and standard issues; independently plans coordination and execution of audio‑visual equipment, conference rooms, and catering; distributing agendas, taking meeting minutes, summarizing and finalizing meeting summaries, and coordinating guest presentations. Enacts human‑resources data maintenance and management by integrating department data and documentation retention policies into all products; inputting, compiling, organizing, validating, tracking, and maintaining data integrity for standard databases; and formatting straightforward graphs, spreadsheets, and reports. Knowledge, Skills and Abilities: (Core) Ambiguity/Uncertainty Management Attention to Detail Business Knowledge Communication Critical Thinking Cross‑Group Collaboration Decision Making Dependability Diversity, Equity, and Inclusion Support Drives Results Facilitation Skills Health Care Industry Influencing Others Integrity Learning Agility Organizational Savvy Problem Solving Short‑ and Long‑term Learning & Recall Teamwork Topic‑Specific Communication Knowledge, Skills and Abilities: (Functional) Computer Literacy Customer Experience Data Entry Data Integrity Interpersonal Skills Minimum Qualifications High School Diploma or GED, or equivalent AND two (2) years of experience in administrative support or related field, OR Minimum three (3) years of experience in administrative support or related field. Preferred Qualifications One (1) year of work experience in a role requiring interaction with senior leadership (e.g., Director level and above). One (1) year of experience developing and delivering presentations to management. #J-18808-Ljbffr