Administrative Assistant III

Trinity Health; Ann Arbor (MI); On-site; USD 65,000 - 90,000; Full time

Job summary

Trinity Health provides an experienced Administrative Assistant III in Ann Arbor to deliver senior-level administrative support. You will compose non-routine correspondence, coordinate complex meetings, and prepare preliminary budget projections.

The role requires strong MS Office skills, data analysis, and discreet handling of sensitive information. With a focus on supporting Employee Education and Development, you will train others when needed and manage high-volume tasks in a fast-paced

Qualifications

• Associates degree or equivalent required.
• Minimum 7 years of administrative support experience.
• Formal clerical and PC training required.

Responsibilities

• Prepare non-routine correspondence and reports.
• Coordinate complex meetings and travel arrangements.
• Develop budget forecasts and track expenditures.
• Handle confidential information with discretion.

Skills

Communication skills

Time management

Attention to detail

Analytical skills

Interpersonal skills

Scheduling

Education

Associates degree or equivalent

Tools

MS Office Suite

Databases

Graphics software

Job description

Employment Type and Position Overview

Employment Type: Full time Shift: Day Shift Description: Administrative Assistant III Location: Ann Arbor Department: Employee Education and Development 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, and 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 departments 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.

Requirements

Education: Associates degree or equivalent required. Experience: Minimum of 7 years of administrative support required. Must have additional formal clerical and PC training.

Knowledge, 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. 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. Strong analytical skills to compile, research, and analyze data from multiple sources, and prepare statistics to develop recommendations and reports.

Essential Duties 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. 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. 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.

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. Trinity Health is one of the largest not-for-profit, faith-based health care systems in the nation. Together, we’re 121,000 colleagues and nearly 36,500 physicians and clinicians caring for diverse communities across 27 states. Nationally recognized for care and experience, our system includes 101 hospitals, 126 continuing care locations, the second largest PACE program in the country, 136 urgent care locations, and many other health and well-being services. Based in Livonia, Michigan, in fiscal year 2023, we invested $1.5 billion in our communities through charity care and other community benefit programs. For more information, visit http://www.trinity-health.org. You can also follow Trinity Health on LinkedIn.