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Administrative Assistant III CMC

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Advocate Aurora Health

13d ago

  • Job
    Full-time
    Senior Level
  • Hospitality & Retail
    People, HR & Administration
  • Oak Lawn

AI generated summary

  • You need an associate’s degree or equivalent, 5+ years of admin experience, strong customer service skills, the ability to handle stress and prioritize, and a team-oriented attitude. Travel may be required.
  • You will manage correspondence, prepare presentations, take meeting minutes, coordinate schedules, handle complaints, maintain records, oversee supplies, and assist with travel arrangements and expense reports.

Requirements

  • Associate’s degree preferred or equivalent; a minimum of five or more years of administrative secretarial experience preferably with senior leadership support experience.
  • Demonstrates exceptional customer and interpersonal service skills.
  • Ability to work in changing environment.
  • Ability to prioritize independently and respond to multiple simultaneous requests.
  • Ability to work under stressful conditions and in difficult situations.
  • Is willing to accept additional responsibility with a pleasant demeanor.
  • Works as a team player.
  • May be required to travel within the Advocate Health Care system.

Responsibilities

  • Preparation and dissemination of correspondence
  • Composes, edits and types letters, memos, reports, and other types of correspondence assuring accuracy and confidentiality.
  • Prepares presentations, handouts, signage, invitations, etc. utilizing various software packages
  • Takes accurate minutes for executive leadership meetings (Governing Council, Senior Management, and Leadership Council).
  • Represents system in communication with associates, customers, and outside callers.
  • Works directly with senior management in assuring accurate communication and scheduling.
  • Greets and directs visitors
  • Responds to associate/patient complaints, resolves problems, screens and redirects calls from associates, patients, vendors
  • Follows up on complaint and complimentary letters and phone calls, making sure appropriate parties follow through; prepares recognition letters and SPIRIT awards for associates
  • Performance of diversified administrative and secretarial work in support of department.
  • Coordinates work or provides direction and/or guidance to others.
  • Responds to correspondence not requiring chief executive’s attention.
  • Monitors budget for department.
  • 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 secretaries in department in their absence.
  • Office coordinator for new administrative staff arranging for phones, files, keys, I.S. setup.
  • Coordinates schedule of supervisor and others
  • Sets up meetings and maintains meeting schedule for chief executive and others within department.
  • 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.*
  • Supervises minor department expenses
  • Maintains and orders supplies.
  • Prepares expense reports, check requests, petty cash reimbursement, invoice payment, and time cards for department.
  • Maintenance of department files.
  • Maintains records and files within the department including certification records of regulatory agencies
  • Creates and sets up filing systems for department/unit
  • Maintains policy manuals for the Administrative office

FAQs

What are the major responsibilities of the Administrative Assistant III CMC?

The major responsibilities include preparing correspondence, representing the system in communications, performing diversified administrative and secretarial work, coordinating schedules, supervising minor department expenses, and maintaining department files.

What type of correspondence will I be preparing in this role?

You will be composing, editing, and typing letters, memos, reports, and presentations, as well as taking accurate minutes for executive leadership meetings.

Will I need to interact with patients or customers?

Yes, you will represent the system in communication with associates, customers, and outside callers, which includes greeting visitors and responding to complaints.

What qualifications are required for this position?

An Associate’s degree is preferred or equivalent, along with a minimum of five or more years of administrative secretarial experience, ideally supporting senior leadership.

What are the physical requirements for this job?

The job requires exceptional customer and interpersonal service skills, the ability to prioritize independently, work under stress, and be a team player. You may also be required to travel within the Advocate Health Care system.

What software skills are necessary for this position?

Proficiency in various software packages is needed for preparing presentations, handouts, signage, and other correspondence.

Will I handle budget-related tasks in this role?

Yes, you will monitor the budget for the department and prepare expense reports, check requests, and manage minor department expenses.

Is previous experience with senior leadership support important for this role?

Yes, experience supporting senior leadership is highly preferred as it is critical for effective communication and scheduling.

Are there additional duties I may be required to perform?

Yes, the job description includes a statement that the incumbent may be required to perform other related duties beyond those explicitly listed.

Advocate Aurora Health

Science & Healthcare
Industry
1001-5000
Employees
2018
Founded Year

Mission & Purpose

Advocate Aurora Health and Atrium Health are now Advocate Health – the fifth-largest nonprofit integrated health system in the U.S. Advocate Health is the fifth-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, with Wake Forest University School of Medicine serving as the academic core of the enterprise. Headquartered in Charlotte, North Carolina, Advocate Health serves nearly 6 million patients and is engaged in hundreds of clinical trials and research studies. 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 nearly 150,000 team members across 67 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 equitable care for all, Advocate Health provides nearly $5 billion in annual community benefits.