Administrative Assistant III

Administrative Assistant III

Location: Warde Medical Laboratory - Ann Arbor

POSITION PURPOSE

As a senior-level administrative assistant, oversees or provides comprehensive administrative support within one or more major functions (e.g. large medical department, executive suite or similar-level area). Independently composes, prepares non-routine correspondence, scheduling, and coordinates complex meetings. Gathers and analyzes data to develop non-routine reports, and develops preliminary budget recommendations, projections and forecasts. Anticipates department and managements needs, and takes initiative to develop action plans to meet those needs. Acts independently when dealing with patients or outside customers on sensitive matters, determines the true nature of problems and/or concerns and recommends course of action to resolve. May be responsible to train; provide direction or delegate tasks to less senior assistants.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Independently prepares non-routine correspondence, documents and reports; usually from rough draft, machine dictation or shorthand. Develops a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex. Proofs and edits final materials for accuracy, consistency and clarity, and may submit for approval. Handles/processes information of a confidential or highly sensitive nature on a daily basis.
• Assignments are broad in nature and usually require originality and ingenuity; as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent. Ability to select the best solution from several “right” answers requires comprehensive and detailed knowledge of applicable departmental and System policies/procedures and basic knowledge of specialized field. Performs a wide variety of administrative duties with high volume and complexity.
• Develops filing systems, internal mailing processes and procedures. Accountable for sensitive and confidential data, including personnel, payroll, attendance, billing, work, and purchase orders. Manages incoming and outgoing mail, correspondence, reports, and memoranda.
• Prepares non-routine responses to incoming correspondence, researches and distributes materials to managers or others, including necessary background information. Independently handles many department inquiries, referring requests to others and acts as a “gate-keeper” for his/her manager(s).
• Researches, compiles and analyzes data from multiple sources for reporting. Prepares reports and statistics to develop recommendations based on subject matter knowledge. Operate/manage databases and software to maximize capacity, responsible for data integrity used for quality assurance, statistical reporting and/or other purposes.
• Schedules or directs large and complex meetings, conferences, and programs requiring sensitivity to issues, priorities, protocol, etc. Attends meetings, makes travel arrangements, and coordinates calendars and schedules of supported personnel.
• Provide preliminary analysis and develop budget recommendations, forecasts and projections by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies. Has delegated authority to authorize expenditures in accordance with defined policies.
• May recommend and implement procedural changes; answer non-routine and/or sensitive inquiries; provide oral and/or written interpretations/procedures for unusual administrative problems referred by contacts inside and outside the organization.
• On a day-to-day basis, deals with staff, physicians, executives, medical professionals, board members and patients, and corporate and external customers. Responds to inquiries regarding organizational services, records and other matters by utilizing in-depth knowledge of organizational operations, and ability to interpret established organizational policies and procedures.
• Places, receives and routes telephone calls and messages. Screens and prioritizes calls. Receives, greets and screens visitors, patients and/or employees. Ensures amenities are available. Notifies appropriate staff, and directs visitors and deliveries to appropriate areas.
• Performs purchasing activity. Responsible to determine the needs for office and medical supplies. Coordinates maintenance and repair of office equipment; keeps work and visitor areas clean and well organized.
• Responsible to orient new administrative staff to department and may train, provide direction or delegate tasks to less senior assistants within department.
• Performs a variety of general secretarial and administrative duties such as medical transcription, copying, collating, running errands, assembling and distributing packets, mailings and memos. Also performs duties and more complex special projects specific to the functions and needs of the department.
• Identifies and solves complex operational problems (e.g. staffing, budgeting, purchasing, billing, equipment and space), and may exercise ingenuity to develop methods or procedures to resolve recurring or unusual problems. Applies advanced knowledge and skills of organization’s policies and procedures to resolve conflict in a constructive manner.

REQUIRED EDUCATION, EXPERIENCE AND CERTIFICATION/LICENSURE

• Education: Associates degree preferred.
• Experience: A minimum of seven years of administrative support. Must have additional formal clerical and PC training.

REQUIRED SKILLS AND ABILITIES

• Comprehensive and detailed knowledge of departmental and Hospital policies/procedures; basic knowledge of the specialized field in order to complete task/projects, approve transactions (e.g. forms processing, payroll or purchasing), or resolve non-routine administrative problems. Advise and determine applicable policy, procedures and requirements (e.g., recommend procedures to improve efficiency of forms processing).
• Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.). Proficiency using databases and graphics software.
• Excellent organizational and time management skills. Ability to see “the big picture” in order to be a primary resource to others and for department.
• Strong attention to detail.
• In-depth knowledge of medical terminology for transcription.
• Excellent communication and interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other Hospital personnel, in order to relay and obtain information. Considerable tact and discretion for dealing with sensitive and confidential information, and for daily interactions with high-level contacts inside and outside the organization.
• Strong analytical skills to compile, research, analyze data from multiple sources, and prepare statistics to develop recommendations and reports.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.