Administrative Assistant II

Advocate Health; Park Ridge (IL); On-site; USD 42,000 - 55,000; Full time

Job summary

Advocate Health is seeking an administrative assistant with strong organizational and communication skills to support executives and teams in a healthcare setting. The role requires handling confidential information, calendar management, travel support, and a variety of document and report production tasks.

The ideal candidate has a high school diploma and experience in administrative support, preferably in healthcare.

Qualifications

• Advanced time management and prioritization.
• High degree of confidentiality.
• Initiative and independent problem-solving.
• Strong written and verbal communication skills. Ability to communicate with various individuals tactfully and effectively, including highly visible customers/leaders.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Ability to createsimple tocomplex documents, reports, graphs/charts, and presentations.
• Strong organizational ability and attention to detail.

Responsibilities

• Schedules and prioritizes calendars for appointments, meetings, and travel.
• Assists with travel arrangements and expense reporting.
• Organizes all aspects of meetings and events, including (but not limited to) agenda preparation, site selection, and document development.
• Answers, screens, and initiates calls. Greets visitors, providing procedural information and answering inquiries related to operational and substantive matters.
• Resolves problems and prioritizes needs using in-depth knowledge or policies and procedures.
• Performs complex word processing and document creation, including crafting/drafting correspondence, etc. with little to no guidance/instruction.
• Compiles reports, graphics, and statistical data. Creates reports independently (or with little instruction) and displays data to support needs, including the generation of existing reports.
• Maintains filing systems and confidential records.
• Opens, reads, and prioritizes mail, initiating return correspondence as appropriate.
• Conducts independent research and complex analyses, summarizing information to support administrative needs.
• Operates and maintains office equipment; may order supplies as needed.
• Coordinates administrative details of special projects.
• May act as a resource, providing training to other administrative staff.

Skills

Time management

Confidentiality

Initiative

Communication skills

Microsoft Office proficiency

Documentation/report creation

Organization

Education

High School Diploma

Tools

Microsoft Office

Job description

Experience Required:

Typically requires3yearsof administrative support experience in an Administrative Assistant role. This is not an entry level admin position. Experience in a healthcare environment as an Administrative Assistant preferred.

Knowledge / Skills / Abilities Required:

• Advanced time management and prioritization.
• High degree of confidentiality.
• Initiative and independent problem-solving.
• Strong written and verbal communication skills.Ability to communicate with various individuals tactfully and effectively, including highly visible customers/leaders.
• Proficiencyin Microsoft Office (Excel, PowerPoint, Word).
• Ability to createsimple tocomplex documents, reports, graphs/charts, and presentations.
• Strong organizational ability and attention to detail.

Major Responsibilities:

• Schedules andprioritizescalendars for appointments, meetings, and travel.
• Assistswith travel arrangements and expense reporting.
• Organizes all aspects of meetings and events, including (but not limited to) agenda preparation, site selection, and document development.
• Answers, screens, and initiatescalls.Greetsvisitors, providing procedural information and answering inquiries related to operational and substantive matters.
• Resolves problems andprioritizesneeds using in-depth knowledge or policies and procedures.
• Performs complex word processing and document creation, including crafting/drafting correspondence, etc. with little to no guidance/instruction.
• Compiles reports, graphics, and statistical data. Creates reports independently (or with little instruction) and displays data to support needs, including the generation of existing reports.
• Maintains filing systems and confidential records.
• Opens, reads, and prioritizes mail,initiatingreturn correspondence asappropriate.
• Conducts independent research and complex analyses, summarizing information to support administrative needs.
• Operates andmaintainsofficeequipment;may order supplies as needed.
• Coordinates administrative details of special projects.
• May act as a resource, providing training to other administrative staff.

Education Required:

• High School Graduate

Physical Requirements and Working Conditions:

• Normal office environment; occasionallifting upto 20 lbs.
• Prolonged periods of sitting, standing, and keyboard use.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.