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,documentsand reports, usually from rough draft, machinedictationor 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,contractsand records that are often complex,sensitiveand confidential in nature. Proofreads and edits final materials for accuracy,consistencyand clarity, andsubmitsfor approval.

• Plans andorganizesroutine officeworkflow. Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost. Takesaction on itemsnot requiringthe personal attention of the manager.

• Develop,implementandmaintaindepartmental record keeping and filing systems.Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing,workand purchase orders. Prepares,maintainsand processes a variety of records and logs. Updates records and files.

• Assistsin 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, drawconclusionsand draft narrative results. Prepares recurring and non-recurring reports and analyses for review by manager. Operates departmental computer database systems andmaintainsdata used for quality assurance, statisticalreportingand/or other purposes.

• Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials,recordingand preparing minutes, and follow-up activities. Attendsmeetings as requested. Maintains calendars and schedules of supported personnel. Makes travel arrangements.

• Assistsin developing andmonitoringdepartmental budgets,forecastsand financial activity by gatheringappropriate reportsand records, tracking expenditures, andidentifyingand resolving errors and discrepancies. Has delegated authority to authorize routine expenditures.

• Receives andreadincoming correspondence, reports,memorandaand mail. Screens items that can be routinely handled,preparesappropriate responses, and forwards remaining materials tomanageror 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, medicalstaffor influential outsiders. Obtains and relays information on behalf of supported personnel, including data that may be sensitive or confidential in nature.

• Responds to inquiriesregardingdepartmental services,recordsand other matters byutilizingin-depth knowledge of departmental operations, and ability to interpret established departmental policies and procedures.

• Places,receivesandroutestelephone calls and messages. Screens andprioritizescalls. Receives,greetsand screens visitors,patientsand/or employees. Ensures amenities are available. Notifies appropriate staff anddirects visitors and deliveries toappropriate areas.

• Recommendsappropriate changesin office practices and proceduresin order toimprove productivity,efficiencyand cost effectiveness.

• Orders andmaintainsoffice and/or medical supplies. Coordinates maintenance and repair of office equipment. Keeps work and visitor areas clean and well organized.

• Assistsin 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.

Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

EOE including disability/veteran