Senior Administrative Assistant at Westfields Hospital & Clinic

Saint Paul, Minnesota, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Aug, 26

Salary

38.27

Posted On

16 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Budget Auditing, Travel Coordination, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Administrative Support, Confidentiality, Meeting Coordination, Customer Service, Interpersonal Skills, Problem Solving, Typing, Editing, Organizational Skills, Written Communication

Industry

Hospitals and Health Care

Description

We are seeking a highly organized, proactive Administrative Operations Coordinator to support our Medicine Specialties leadership teams and clinical departments. In this dynamic role, you will provide comprehensive administrative, scheduling, and operational support to multiple department chairs, medical directors, and clinic leaders across Endocrinology, Neurology, Nephrology, Infectious Disease, Pulmonary, Allergy, Rheumatology, and Travel Medicine. POSITION PURPOSE: To provide confidential administrative support to the Vice President/and or Director and other members of the team, as directed. This position assists with budget management, special projects, maintenance of files and other administrative responsibilities to ensure efficient operation of the department. ACCOUNTABILITIES: 1. Performs a variety of administrative assistant tasks to support the Director(s) in the operation of the department(s). This includes typing, copying, sending faxes, maintaining accurate files and records, answering telephone calls, taking messages, maintaining appointment calendars, and arranging meetings. Sorts and distributes incoming mail. 2. Creates, proofreads, and edits a variety of material including, but not limited to, correspondence, spreadsheets, presentation material, reports, and other confidential materials using appropriate computer software and office equipment. 3. Manages the Director’s calendar, assists in efficient time utilization and balances multiple priorities. 4. Arranges meetings. Handles space procurement issues, obtains the necessary equipment, and makes food service arrangements within established budget. Prepares materials for presentations and meetings as requested. 5. Audits budget reports and notifies Finance of errors or problems and works towards resolution. Prepares expense reports as requested. 6. Greets visitors and directs them to appropriate person in area(s). 7. Coordinates travel arrangements and prepares itineraries as necessary. 8. Responsible for variety of administrative projects requiring independent judgment and action. 9. Serves as a backup to other administrative support staff as needed. 10. Performs other duties as assigned. REQUIRED QUALIFICATIONS: * High School Diploma or GED * 2+ years of administrative assistant experience or 4 year college degree * Strong desktop tool usage including Microsoft Word, Excel, and PowerPoint * Strong oral and written communication skills * Excellent spelling, grammar, editing, and organizational skills * Ability to accurately type 45 WPM * Ability to operate various office equipment * Ability to work independently and with minimal supervision * Ability to deal with highly confidential information * Ability to work under pressure and meet tight deadlines * Good problem-solving skills * Excellent customer service and interpersonal skills PREFERRED QUALIFICATIONS: * Two year Administrative Assistant Degree or Certificate At HealthPartners we believe in the power of good – good deeds and good people working together. As part of our team, you’ll find an inclusive environment that encourages new ways of thinking, celebrates differences, and recognizes hard work. We’re a nonprofit, integrated health care organization, providing health insurance in six states and high-quality care at more than 90 locations, including hospitals and clinics in Minnesota and Wisconsin. We bring together research and education through HealthPartners Institute, training medical professionals across the region and conducting innovative research that improve lives around the world. At HealthPartners, everyone is welcome, included and valued. We’re working together to increase diversity and inclusion in our workplace, advance health equity in care and coverage, and partner with the community as advocates for change. Benefits Designed to Support Your Total Health As a HealthPartners colleague, we’re committed to nurturing your diverse talents, valuing your dedication, and supporting your work-life balance. We offer a comprehensive range of benefits to support every aspect of your life, including health, time off, retirement planning, and continuous learning opportunities. Our goal is to help you thrive physically, mentally, emotionally, and financially, so you can continue delivering exceptional care. Join us in our mission to improve the health and well-being of our patients, members, and communities. We are an Equal Opportunity Employer and do not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identify, status as a veteran and basis of disability or any other federal, state or local protected class.

Responsibilities

Provide comprehensive administrative and operational support to leadership teams and clinical departments within Medicine Specialties. Responsibilities include managing calendars, auditing budget reports, coordinating travel, and handling confidential correspondence.