Administrative Assistant 3 @ Advocate Health Care

Administrative & Executive Assistance (1)

Department:

10010 Advocate Good Samaritan Hospital - Administration

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

Schedule Details/Additional Information:

This is a fulltime role, fully on-site Monday-Friday 7am to 3:30pm.

Pay Range

$28.05 - $42.10

Major Responsibilities:

Preparation and dissemination of correspondence
Composes, edits and types letters, memos, reports, agendas and other types of correspondence assuring accuracy and confidentiality.
Prepares presentations, handouts, signage, invitations, etc. utilizing various software packages.
Creates presentations (overheads, power point, etc) for President.
Coordinates schedule of President and others
Sets up meetings and maintains meeting schedule for President and assists other Administrative leadership with meeting set-up as needed.
Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement
Maintains and proactively manages calendars to alleviate conflicts, prioritize key meetings
Coordinate executive leadership seminars, retreats, dinners and meeting details.
Performance of diversified administrative work in support of department.
Coordinates work or provides direction and/or guidance to others.
Responds to correspondence not requiring president’s attention.
Initiates follow up for calls, correspondence, etc., received by department.
Answers phones for others within department and follows up on requests if able.
Covers for other administrative assistants in department in their absence.
Office coordinator of new administrative staff arranging for phones, files, keys, I.S. setup.
Represents the organization in communication with team members, customers, and external community members
Works directly with senior management in assuring accurate communication and scheduling.
Navigates local and system partnerships, providing key context/background to the President and others.
Provides necessary context and insight to President and Executives when responding to inquiries, pre-meeting preparation, or other appropriate situations.
Responds to associate/patient complaints, resolves problems, screens and redirects calls from associates, patients, vendors.
Greets and directs visitors.
Supports Governing Council meetings and retreats, Executive Team meetings, and Leadership meetings
Prepares agendas for regularly scheduled Governing Council, Executive team meetings, and leadership meetings
Responsible for taking and distributing minutes of Governing Council
Creates mechanisms for follow-up items and ensures completion
Builds and updates appropriate SharePoint sites and web based content for executive team and leadership meetings
Coordinates all logistics for Governing Council - for example location, time, necessary food arrangements, packet compilation, travel, etc.
Builds rapport with Governing Council members, their representatives (e.g., administrative assistants) to ensure seamless and proactive interactions
Supervises minor department expenses.
Maintains and accountable for supply and recognition budget
Prepares expense reports, check requests, petty cash reimbursement, invoice payment and Time & Attendance for cost center

Education/Experience Required:
• Associates Degree or equivalent, and a minimum of five or more years of administrative secretarial experience preferably with senior leadership support experience

Knowledge, Skills & Abilities Required:
• Typing of 60 wpm, preferred • Strong relationship management and interpersonal skills • Ability to work independently • Excellent organizational skills with demonstrated ability to prioritize and manage multiple tasks • Excellent attention of detail • Strong knowledge and demonstrated abilities in Microsoft products such as Word, Excel, Powerpoint. • Knowledge of SharePoint, Visio is preferred

Physical Requirements and Working Conditions:
• Professional representation of the President and other executives with internal and external constituents • Demonstrates exceptional customer service skills • Ability to work in changing environment • Ability to prioritize independently and respond to multiple simultaneous requests. • Ability to work under fast-paced conditions and in difficult situations. • Ability to accept additional responsibility • Works as a team player

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

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 for select positions
Opportunity for annual increases based on performance

Benefits and more

Paid Time Off programs
Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
Flexible Spending Accounts for eligible health care and dependent care expenses
Family benefits such as adoption assistance and paid parental leave
Defined contribution retirement plans with employer match and other financial wellness programs
Educational Assistance Program

About Advocate Health

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.

Administrative Assistant 3

Advocate Health Care

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