Assistant Supervisor - Admin. Assistants

Mayo Career Site US; Rochester (MN); On-site; USD 42,000 - 64,000; Full time

Job summary

Mayo Clinic in Rochester, MN is seeking an administrative professional to provide non-clinical support across departments within 100 miles of the campus. You will assist with meeting and travel coordination, calendar management, and the preparation of documents and presentations.

The role involves invoice processing, reimbursement handling, correspondence management, and department project support. You will use a variety of business tools while collaborating with clinicians, administrators, and

Qualifications

• Non-clinical administrative support duties are required.
• Coordinate meetings, events, and travel for the department.
• Onboard and train staff; support workload distribution and leadership direction.
• Liaise with administrative staff, supervisors, and leadership to maintain service expectations.

Responsibilities

• Coordinate meetings, events, and travel; manage calendars.
• Prepare documents and presentations; process invoices and reimbursements.
• Manage correspondence; support department projects.
• Maintain websites, databases, and spreadsheets; use multiple business tools.
• Collaborate with multidisciplinary teams to support daily operations.

Skills

Administrative support

Calendar management

Meeting coordination

Travel coordination

Tools

Microsoft Office

Excel

PowerPoint

Job description

This position is required to be within 100 miles of the Rochester, MN campus

Reports to and receives direction from supervisor/manager or other departmental leadership as appropriate. Collaborates with multidisciplinary teams, administrators, clinical staff, visitors, and external contacts to support operational needs.
Applies expertise to perform a variety of non-clinical administrative support functions including coordination of meetings, events, and travel; calendar management; preparation of documents and presentations; invoice and reimbursement processing; correspondence management; departmental project support; maintenance of websites, databases, spreadsheets, and other business tools; and related administrative support activities.
Demonstrates proficiency with technology and business applications, effectively navigating multiple systems and digital tools to support daily operations.

Assumes supervisory responsibility for daily office activities in the absence of, or as delegated by, the supervisor or manager. Supports workforce effectiveness by assisting with onboarding, training reinforcement, coverage planning, workload distribution, and ongoing skill development in alignment with operational needs and leadership direction. Identifies opportunities to improve administrative workflows, reduce manual effort, increase consistency, and support adoption of new tools, technologies, and process enhancements. Serves as a key resource and liaison between administrative staff, supervisors, managers, and departmental leadership to help align priorities, resolve routine operational issues, and maintain service expectations.

This position is not eligible for visa sponsorship/we will not transfer of sponsor a visa for this position. Also, Mayo Clinic DOES NOT participate in the F1 STEM OPT extension program.

2-year commitment to the role is required.