Administrative Assistant III

Employment Type:
Part time Shift:
Day Shift

Description:

Department: Radiology

Location: Trinity Health Ann Arbor


Shift available: Day

Status: Contingent

Note: This is a fully on-site role


Total Rewards and Benefits:

• Competitive compensation, DAILYPAY
• Benefits effective Day One! No waiting periods.
• Full benefits package including Medical, Dental, Vision, PTO, Life Insurance, Short and Long-term Disability
• Retirement savings plan with employer match and contributions
• Opportunity for growth and advancement throughout Trinity Health
• Tuition Reimbursement

Position Purpose:

As a senior-level administrative assistant, oversees or provides comprehensive administrative support within one or more major functions (e.g. large medical department, executive suite or similar-level area). Independently composes, and prepares non-routine correspondence, scheduling, and coordinates complex meetings. Gathers and analyzes data to develop non-routine reports, and develops preliminary budget recommendations, projections and forecasts. Anticipates department's and managements' needs, and takes initiate to develop action plans to meet those needs. Acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns and recommends course of action to resolve. May be responsible to train; provide direction or delegate tasks to less senior assistants.

Required Qualifications:

Education:

• Associate's degree or equivalent.

Experience:

• Minimum of 7 years of administrative support experience. Must have additional formal clerical and PC training.
• Mastered proficiency in MS Office Suite (Word, Excell, PowerPoint, Outlook, Access, etc.)
• Proficiency using databases and graphics software.

Essential Functions:

• Performs typing of correspondence, documents and reports, usually from rough draft, machine dictation or shorthand. Composes and types/word processes complex and non-routine correspondence, meeting minutes and recurring reports, according to manager's directions. Types a variety of forms, tables, charts, presentation materials, manuscripts, contracts and records that are often complex, sensitive and confidential in nature. Proofreads and edits final materials for accuracy, consistency and clarity, and submits for approval.
• Plans and organizes routine office workflow. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Takes action on items not requiring the personal attention of the manager.
• Develop, implement and maintain departmental record keeping and filing systems. Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders. Prepares, maintains and processes a variety of records and logs. Updates records and files.
• Assists in preparing complex administrative and statistical reports and projects. Uses knowledge of hospital policies and procedures to perform difficult information gathering, compute complex calculations, interpret and analyze data, draw conclusions and draft narrative results. Prepares recurring and non-recurring reports and analyses for review by manager. Operates departmental computer database systems and maintains data used for quality assurance, statistical reporting and/or other purposes.
• Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, recording and preparing minutes, and follow-up activities. Attends meetings as requested. Maintains calendars and schedules of supported personnel. Makes travel arrangements.
• Assists in developing and monitoring departmental budgets, forecasts and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize routine expenditures.
• Receives and read incoming correspondence, reports, memoranda and mail. Screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to manager or others with necessary background information. Processes outgoing mail and packages.
• Regularly engages in a variety of contacts inside and outside the organization to obtain or relay information, arrange meetings, gather data, etc., often dealing with executives, medical staff or influential outsiders. Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature.
• Responds to inquiries regarding departmental services, records and other matters by utilizing in-depth knowledge of departmental operations, and ability to interpret established departmental policies and procedures.
• Places, receives and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available. Notifies appropriate staff and directs visitors and deliveries to appropriate areas.
• Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness.
• Orders and maintains office and/or medical supplies. Coordinates maintenance and repair of office equipment. Keeps work and visitor areas clean and well organized.
• Assists in orientation and training of new clerical staff members.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.