Administrative Assistant III - Campus Operations

christianacare; Newark (DE); On-site; USD 33,000 - 50,000; Full time

Job summary

ChristianaCare in Newark, DE is seeking an Administrative Assistant III to provide comprehensive admin support for senior leaders. The role covers calendars, meeting coordination, contracts, travel, and expense processing, with a focus on confidentiality and efficiency.

The position requires a business office education and at least four years of clerical experience, plus strong IT and communication skills. Day shift, full-time with standard benefits and growth opportunities.

Qualifications

• Completion of a business college program in Office Administration, Secretarial Science or related field.
• Minimum four years of clerical and secretarial experience.
• Proficient in MS Office and data management.

Responsibilities

• Maintains daily calendars to maximize efficiency; assists team as needed.
• Acts as liaison between Directors/Manager and staff.
• Schedules meetings with preparation of materials, attendees, catering and room reservations; takes minutes.
• Keeps employee time for cost centers and others as assigned.
• Handles contracts for administrative services and programs including routing and renewal.
• Coordinates and schedules over 30 rotations for the administrative fellowship program with system leaders.
• Supports fellowship recruitment including travel arrangements and events.
• Collects and inputs weekly suggestions from Newark Campus Suggestion Station.
• Submits and follows up on maintenance tickets and work orders.
• Assists with setup and breakdown for campus events and activities.
• Manages incoming calls and directs information.
• Prepares correspondence, reports, minutes, and other documents.
• Maintains filing systems for data access.
• Arranges travel and submits expense reports.
• Prepares requisitions and maintains inventory; reconciles invoices.
• Maintains confidentiality of sensitive materials.
• Performs other duties as directed.
• Adheres to safety rules and reports hazards.

Skills

Time management

Communication

Organization

Multitasking

Education

Office Administration

Tools

E-way

Excel

Kronos

PMM Reports

Smartworks

Soarian Financials

Strategic Sourcing

Workday

Job description

Job Details

ChristianaCare is seeking a full-time Administrative Assistant III to provide administrative support services for the Director of Campus Logistics & Planning, Director of Acute Campus Operations - Emergency Departments & Surgical Services, and Manager of Operations.

Principal duties and responsibilities:

• Maintains daily calendars to ensure all scheduled activities are coordinated to maximize efficiency; provides assistance to ensure team is prepared for daily activities.


• Acts as liaison between Directors/Manager and staff.


• Schedules and coordinates meetings including preparation and dissemination of meeting materials, notifying attendees, arranging catering, and reserving rooms; attends required meetings and takes minutes as necessary.


• Keeps employee time for cost centers and others as assigned.


• Handles contracts for administrative services and programs as needed including completing the contract request form, routing through legal, processing timesheets during the contract and initiating renewal.


• Coordinates and proactively schedules and maintains over 30 rotations for the administrative fellowship program by collaborating with system leaders and administrative staff.


• Support the administrative fellowship recruitment process, including travel arrangements for candidates, recruitment events and ordering.


• Collect and input weekly suggestions from the Newark Campus Suggestion Station.


• Submit and follow up on maintenance tickets and work orders to ensure timely resolution.


• Assist with setup and breakdown for campus events and activities.


• Manages incoming calls, obtains and provides information and directs calls when appropriate.


• Prepares and types correspondence, memoranda, reports, minutes, manuscripts and other documents.


• Establishes and maintains filing system to ensure timely access to data (employee records, contracts, purchase orders, etc.).


• Arranges travel as requested and submits expense reports.


• Prepares requisitions and maintains supply inventory and materials, reconciles invoices and processes invoices for payment for operational purchases and capital projects. Maintains confidentiality at all times; maintains sensitive material, including personnel documents.


• Performs other related duties as directed.


• Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.

Hours:

Day Shift 7:30a - 4:00p (may need to flex hours based on the needs of the department)

Education and Experience Requirements:

• Completion of a business college program in Office Administration, Secretarial Science or related field.


• Minimum four years of clerical and secretarial experience

Knowledge, skill, and ability requirements:

• Frequent use of the following: E-way, Excel, Kronos, PMM Reports, Smartworks, Soarian Financials, Strategic Sourcing, Workday (cost center reporting, expense reports, vendor requests)


• Knowledge of business office practices, clerical methods/techniques, office equipment and machines.


• Ability to use personal computer using word processing, spreadsheet and database programs to enter, store and retrieve information.


• Knowledge of departmental policies, procedures and operations.


• Ability to plan, organize and handle various tasks simultaneously.


• Ability to maintain confidential and sensitive information and materials.


• Ability to interact effectively and maintain constructive working relationships.


• Ability to work independently within established guidelines, exercise judgment, tact and diplomacy.


• Skill in oral and written communication.

About ChristianaCare

Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Hourly Pay Range:

$23.85 - $35.78

This pay rate/range represents ChristianaCare's good faith and reasonable estimate of compensation at the time of posting. The actual salary within this range offered to a successful candidate will dep