Administrative Assistant - Administrative Services

Mayo Clinic; Rochester (MN); Hybrid; USD 30,000 - 42,000; Full time

Benefits offered by this job

Medical plan options

Dental plan options

Vision plan options

HSA/FSAs

Retirement plan

Job summary

Mayo Clinic in Rochester, MN is seeking an experienced administrative support specialist to handle scheduling, travel arrangements, document preparation, and calendar management for multiple leaders.

This full-time hybrid role requires strong organization, communication, and proficiency with office software. You will ensure accuracy, coordinate meetings, and support departmental projects while working within a 8:00 a.m. to 5:00 p.m. schedule with onsite 50% of the time.

Qualifications

• Requires high school diploma or GED with 2 years of administrative support experience or 1-year certificate in relevant program with 1 year admin experience.
• Experience with meeting management and calendar coordination, document production, and use of business software to create databases, spreadsheets and presentations.

Responsibilities

• Perform non-clinical administrative tasks including scheduling, coordination, and follow-up for meetings, events, and travel.
• Manage calendars, prepare documents and presentations, process invoices and reimbursements.
• Support departmental projects and maintain websites, databases, and social media accounts; respond to phones and provide related follow-through.

Skills

Administrative support

Scheduling

Calendar management

Communication

Education

High school diploma or GED

Administrative/business/medical-related program certificate

Tools

Office software

Job description

Why Mayo Clinic

Mayo Clinic is top-ranked in more specialties than any other care provider according to U.S. News & World Report. As we work together to put the needs of the patient first, we are also dedicated to our employees, investing in competitive compensation and comprehensive benefit plans– to take care of you and your family, now and in the future. And with continuing education and advancement opportunities at every turn, you can build a long, successful career with Mayo Clinic.

Benefits Highlights

• Medical:Multiple plan options.
• Dental:Delta Dental or reimbursement account for flexible coverage.
• Vision:Affordable plan with national network.
• Pre-Tax Savings:HSA and FSAs for eligible expenses.
• Retirement: Competitive retirement package to secure your future.

Responsibilities

Applies expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining web sites, web pages, databases, spreadsheets, social media accounts; answering telephones and providing related follow- through. Exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism are important components of the role. Demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment and ability to navigate multiple systems simultaneously. Is accountable for ensuring accuracy and completeness through attention to detail.

Qualifications

• Position requires high school diploma or G. E. D. with a minimum of two years’ experience in an administrative support role or one-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role, or an associate’s degree in an administrative, business, or medical-related program.
• Administrative support role experience must include performance of responsibilities such as meeting management and calendar coordination, creating/transcribing correspondence/documents, and utilization of business-related software to produce databases, spreadsheets, presentations, etc.
• Possess high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication, and the ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment.
• Demonstrate effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-through.
• Experience with coordination of travel and expense management.
• Proficient application of English grammar, punctuation, and sentence structure.

Exemption Status

Nonexempt

Compensation Detail

$21.55 -$30.22/Hour

Benefits Eligible

Yes

Schedule

Full Time

Hours/Pay Period

80

Schedule Details

Monday-Friday, 8:00 a.m. to 5:00 p.m. 50% hybrid, with at least one day per week required on-site. This is a hybrid position and must be located within 100 miles of Mayo Campus for onsite expectations.

Weekend Schedule

N/A

International Assignment

No

Site Description

Just as our reputation has spread beyond our Minnesota roots, so have our locations. Today, our employees are located at our three major campuses in Phoenix/Scottsdale, Arizona, Jacksonville, Florida, Rochester, Minnesota, and at Mayo Clinic Health System campuses throughout Midwestern communities, and at our international locations. Each Mayo Clinic location is a special place where our employees thrive in both their work and personal lives. Learn more about what each unique Mayo Clinic campus has to offer, and where your best fit is.

Equal Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, protected veteran status or disability status. Learn more about the 'EOE is the Law'. Mayo Clinic participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization.

Recruiter

Janell Mader