Administrative Assistant II

Gillette Children's is recruiting for an Administrative Assistant II to support the Research department and staff. Work locations include 680 Jackson (primary location) and 200/205 University (secondary location), depending on Research Department needs. Standard work scheduled Monday through Friday during business hours (1.0 FTE position).

Purpose of position

This position exists to provide administrative support to the department and staff. This position is expected to maintain and promote excellent customer service while also creating and maintaining a variety of documents and/or databases, and coordinating a smooth flow of office procedures and staff activities. The administrative assistant position may also have receptionist responsibilities.

Specific duties are determined by the work setting or patient population served; however, in all positions, serving patients with challenging and complex conditions requires a concentration of specialized staff able to work in highly coordinated teams. We organize care around each patient’s condition which requires staff at multiple levels and across many departments to exhibit exceptional teamwork qualities including communicating efficiently and effectively and adopting the behaviors required for high functioning integrated teams.

Compensation and Benefits Information

The hourly wage for this opportunity is $25.33 to $35.75, with a median wage of $29.80/hour. Pay is dependent on several factors including relevant work experience, education, certification & licensure, and internal equity. Hourly pay is just one part of the compensation package for employees. Gillette supports career progression and offers a competitive benefits package that includes a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits for .5 FTE and above.

Core Responsibilities and Duties

Provides administrative support and office coordination to assigned department and/or staff to maintain smooth operations and maximize departmental efficiency and effectiveness.

• Creates, composes, designs, copies reports, letters, spreadsheets, presentation, minutes, forms, correspondence, and other documents.
• Types various materials and completes documents accurately.
• Problem-solves as needed to complete tasks independently.
• Collects manual and computerized data.
• Files and updates documents and records.
• Uses the Internet, intranet (Vibe) and other websites to locate information.
• Orders supplies and catering.
• Coordinates repair of office equipment.
• Organizes and distributes mail.
• Accurately tracks and monitors information such as training records, financial information, schedules, conferences, performance reviews, etc.

Coordinates time and responsibilities as requested to ensure time is used most efficiently while maintaining top priorities.

• Schedules and coordinates meetings and events; arranges conference room space.
• Coordinates set-up of audio visual equipment in conference rooms.

Provides customer service and facilitates a variety of communications, including phone calls and correspondence to ensure that internal and external information is appropriately and promptly handled.

• Answers phones, routes calls, takes messages, and handles inquiries as appropriate.
• Professionally and courteously greets and assists visitors.

Coordinates and executes various projects as requested independently.

• Provides back-up support to others in the department.

Professional Development

• Participates in activities that promote professional growth, ease of access, quality improvement and patient satisfaction while demonstrating progress toward completion of goals.
• Completes all annual education requirements within the last evaluation cycle; demonstrates knowledge by performing all aspects of job in accordance with Gillette policies.

Qualifications

Required

• Minimum of two years related office experience

Preferred

• Administrative or Microsoft certification
• Post-secondary education relevant to the position
• Previous experience in same type of department
• Experience with software specific to the department

Knowledge, Skills and Abilities

• Excellent customer service, organizational, and communication skills
• Ability to problem-solve and address customer concerns independently
• Type a minimum of 45 wpm
• Intermediate skills in Word, Excel, and PowerPoint (test in HR)
• E-mail and scheduling experience
• Experience operating copy machines, fax machines, and multi-line telephone systems
• Able to maintain a high level of confidentiality
• Excellent punctuation, grammar and proofreading skills
• Strong attention to detail
• Medical terminology for patient-care, Quality Improvement, and Research departments

At Gillette Children’s, we foster a culture where every team member feels a sense of belonging and purpose. We are dedicated to building an environment where all feel welcomed, respected, and supported. Our values are embedded at the heart of our culture. We act first from love, embrace the bigger picture, and work side-by-side with our patients, families, and colleagues to help every child create their own story. Together, we work to ensure patients of all backgrounds and abilities reach their full potential.

Gillette Children's is an equal opportunity employer and will not discriminate against any employee or applicant for employment because of an individual's race, color, creed, sex, religion, national origin, age, disability, marital status, familial status, genetic information, status with regard to public assistance, sexual orientation or gender identity, military status or any other class protected by federal, state or local laws.

Gillette Children’s is a global beacon of care for patients with brain, bone and movement conditions that start in childhood. Our research, treatment and supportive technologies enable every child to lead a full life defined by their dreams, not their diagnoses.

To learn more about working at Gillette Children's, please visit https://www.gillettechildrens.org/careers.

Gillette Children's participates in the U.S. Department of Homeland Security (DHS) E-Verify program which is an internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. If E-Verify cannot confirm that you are authorized to work, Gillette will give you written instructions and an opportunity to contact DHS or the Social Security Administration (SSA) to resolve the issue before Gillette takes any further action. Please visit https://www.e-verify.gov/ for further details regarding e-verify.