Administrative Assistant

15 hours ago

Rockford, United States Mercy Health Full time

Overview:

Under the supervision of the assigned vice president(s), the administrative assistant is responsible for providing responsive and high quality diversified administrative/secretarial support services to the Executive Offices in accordance with company policies and procedures. Schedules appointments, meetings, seminars, and provides other administrative functions for Vice Presidents and Directors as assigned. May serve as back-up to the Executive Administrative Assistant to the CEO and provides administrative support to the CEO. Performs other duties as assigned.

Responsibilities:

Essential Duties and Responsibilities

  • Prepares routine and confidential correspondence, periodical reports, meeting notices, presentation materials, and other documents in appropriate formats using word processing, spreadsheets, and graphics in an accurate, complete, and timely manner and ensures the integrity of confidential information.
  • Maintain confidentiality at all times.
  • Maintains calendars, assist in scheduling meetings and conferences, and prepare agendas and other materials for meetings. Make necessary arrangements, and notify attendees. Maintain, communicate, and administer future events.
  • Composes, types and distributes meeting minutes, routine correspondence and other related materials.
  • Greets visitors and guests and facilitates their requests. Answers phone calls that come into the department and refers to other departments as appropriate. May escort visitors to areas/destinations as needed.
  • Create itineraries; book travel plans as required.
  • Provide administrative support as required. Take required action during vice president/s absence referring matters to appropriate Vice Presidents or Directors to minimize the effect of their absence.
  • Resolve routine inquiries.
  • Prepare, process, and/or distribute incoming and outgoing mail.
  • Establish and maintain hard copy and electronic filing systems within areas of responsibility.
  • Initiate and promote new ideas, methods, and systems vital to maintaining an efficient, functional office environment. Actively participate in implementing office procedures as workloads and/or responsibilities increase.
  • Order office supplies as necessary.
  • Complete special projects as assigned.
  • Comply with all Department and Company policies, procedures, and programs.
  • Follow and comply with all safety and work rules and regulations. Maintain departmental housekeeping standards.
  • Promote and maintain a flexible, cooperative, team oriented, customer focused and professional attitude within and between departments.
  • Keeps Department & Vice President(s) aware of pertinent issues and information warranting their knowledge, action and/or resolution.
  • Assists with administrative functions to support the Office of the President including providing support for Board of Directors meetings (as applicable). Performs these functions under the direction of the Vice President and/or Executive Assistant for the CEO.

Culture of Excellence Behavior Expectations

To perform the job successfully, an individual should demonstrate the following behavior expectations:

Quality - Follows policies and procedures; adapts to and manages changes in the environment; Demonstrates accuracy and thoroughness giving attention to details; Looks for ways to improve and promote quality; Applies feedback to improve performance; Manages time and prioritizes effectively to achieve organizational goals.

Service - Responds promptly to requests for service and assistance; Follows the Mercyhealth Critical Moments of service; Meets commitments; Abides by MH confidentiality and security agreement; Shows respect and sensitivity for cultural differences; and effectively communicates information to partners; Thinks system wide regarding processes and functions.

Partnering - Shows commitment to the Mission of Mercyhealth and Culture of Excellence through all words and actions; Exhibits objectivity and openness to other's views; Demonstrates a high level of participation and engagement in day-to-day work; Gives and welcomes feedback; Generates suggestions for improving work: Embraces teamwork, supports and encourages positive change while giving value to individuals.

Cost - Conserves organization resources; Understands fiscal responsibility; Works within approved budget; Develops and implements cost saving measures; contributes to profits and revenue.


Education and Experience

Graduate of a High school educational program is required. Graduate of Administrative Assistant or a related College Degree Program preferred. Five to seven years experience in providing administrative assistant support required. Executive office environment preferred.


Certification and Licensure

Prefer Certification as an Administrative Assistant
Notary Public of Wisconsin (within six months of hire)


Skills and Abilities
Ability to respect the confidentiality of information both on and off the job, as well as be comfortable in an executive office environment.

Excellent phone etiquette, organization, interpersonal, and communication skills required.

Strong PC skills required, including Microsoft Office (Word, Excel, and Power Point). Good problem-solving, organization, motivation, multi-tasking, and follow-through skills.

Must be self-starter, dependable, and detail oriented.

Ability to take direction from multiple sources and prioritize tasks. Ability to work under pressure and in stressful situations and maintain attention to detail.

Ability to promote and maintain positive relationships as well as project and maintain professionalism with all levels of employees and management, as required.

Special Physical Demands

The Special Physical Demands are considered Essential Job Functions of the position with or without reasonable accommodations.
While performing the duties of this Job, the employee is frequently required to sit, to use hands to finger, handle, or feel, reach with hands and arms, talk, and hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include frequent close vision, peripheral vision and ability to adjust focus. The position requires occasional vision abilities of color vision, and depth perception. This position requires occasional lifting up to 25 pounds.


Level of Supervision

Some independent judgment is required, but alternatives are limited by standard practices or procedures.

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