Administrative Assistant, Family and Community Medicine

Description Western Michigan University Homer Stryker M.D. School of Medicine is searching for an Administrative Assistant. Overall provides administrative experience in performing a variety of career-level administrative duties for one or more specified departments. Exhibits a wide range of knowledge and skills of organizational policies and procedures. Understands knowledge and concepts of departmental work. Ability to establish procedures on work assignments. Lead demonstrator in customer service principles and practices. Directly leads and supplies information to the general public, clients and customers. Ability to apply communication skills verbally and in writing to all inquiries. Effectively able to problem solve administrative problems and inquires. Proficient in grammar, composing, editing and proofreading various documents. Acquires knowledge to implement departmental administrative practices and may contribute to changes and updates. Administrative Assistant career path - level and compensation to commiserate with education and experience. To share this posting, please use this link BENEFITS: Wellness reimbursement. Continuing education and tuition reimbursement. Employer-funded retirement plan. Two medical plan options: PPO and High Deductible Health Plan (HDHP) with employer HSA contribution. Flexible work solutions based on position and department. Up to four weeks of PTO accrual beginning in year one. Paid holidays. Paid volunteer time. Paid preferred holiday. No nights, no weekends. DUTIES AND RESPONSIBILITIES: Answers and directs all incoming calls. Welcomes and directs visitors to the organization. Retrieves, sorts and distributes mail daily. Responsible for scheduling meetings upon request, develops meeting agendas, attends meetings, prepares, and distributes meeting minutes. Completes assignments which are semi-routine and may be atypical in nature. Applies solid knowledge and understanding to resolve problems and issues which may address sensitive or confidential concerns. Supports event planning for department. Responsible for departmental communications. Maintains equipment and reports any malfunctions. Supports and assists with department interview and orientation process for new staff, residents and faculty; including scheduling of interviews, and creating specific orientation materials. Organizes and maintains required forms, training requirements and records for specified department, as required by accrediting agencies. Assists with maintaining portal pages, department documents, and updates digital signage. Uses department specific systems and maintains content for web pages and/or websites. Organizes and maintains department files electronically and by paper. Manage imaging documents to electronic document storage system. Availability to work occasional overtime on weekends or evenings to complete time sensitive projects. Acquires knowledge for new technology and policy/procedure revisions. All other duties as assigned. Requirements EDUCATION AND/OR EXPERIENCE: High school diploma or GED and a minimum of a year of administrative assistant or related experience. Knowledge and intermediate proficiency in word processing and file management using Microsoft Office and other software required by the department. Knowledge and proficiency in grammar and spelling skills. Ability to effectively communicate with others verbally and in writing. Knowledge of administrative and clerical procedures. Knowledge of customer service principles and practices. OTHER SKILLS AND ABILITIES: Ability to operate automated standard office equipment such as multi-phone system, copier, computer, shredder, etc. Ability to prioritize and meet critical deadlines. Ability to interpret, comprehend, and transmit complicated and detailed instructions accurately. Proficient in the use of various software programs to develop correspondence, documents, agendas, meeting materials, presentations, organizational charts, etc. Working knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Proficiency in administrative support job skills. Performs departmental administrative and clerical procedures, systems organization, management of printed and electronic files and records, transcription, form design and other department procedures. Ability to handle administrative issues, analyze and solve work-related problems. Flexibility. Meticulous attention to detail. High degree of integrity to maintain absolute confidentiality in all matters related to department. Demonstrates the ability to recognize priorities in organization of work flow. Ability to accept and apply feedback. Regular and predictable attendance is expected. Able to perform duties independently, with a minimal need for direct supervision. Guides and directs co-workers within department.