Senior Administrative Assistant

Banner University Medical Group; Tucson (AZ); On-site; USD 42,000 - 65,000; Full time

Job summary

Banner Health in Tucson, AZ is seeking a Senior Administrative Assistant to support the Chief Financial Officer and Directors of Finance. The role requires professionalism, discretion, and the ability to manage competing priorities in a fast-paced healthcare environment.

The position emphasizes calendar management, meeting and travel coordination, and preparation of reports and presentations, with strong proficiency in Excel and PowerPoint.

Qualifications

• High school diploma/GED or equivalent working knowledge.
• Three to four years of administrative support experience at a progressively responsible level.
• Strong written communication and proofreading skills.
• Proficient typing skills and ability to handle routine administrative tasks.
• Ability to manage calendars, meetings, travel, and confidential information.
• Excellent oral, written, and interpersonal communication across levels.

Responsibilities

• Handle a wide variety of administrative and clerical tasks for senior leadership.
• Interpret requests and determine appropriate action, notifying supervisors as needed.
• Coordinate recurring or one-time projects as directed by supervisors.
• Screen calls and visitors, provide information and direct to appropriate staff.
• Maintain supervisor calendars and arrange meetings, hotels, and travel.
• Prepare reports, summaries, and presentation materials using various sources.
• Perform administrative tasks with initiative and sound judgment.
• May assist in hiring, training, and directing department staff.
• Interact with senior leaders, board members, physicians, and community partners.

Skills

Calendar management

Meeting coordination

Travel arrangements

Report preparation

Presentation preparation

Communication

Discretion

Prioritization

Education

High school diploma or GED

Associate's degree (preferred)

Tools

Excel

PowerPoint

Microsoft Word

Job description

Primary City/State: Tucson, Arizona Department Name: Admin-Clinic Work Shift: Day Job Category: Administrative Services Find your path in health care. Our team members make Banner Health a Great Place To Work® Learn how you can join our dedicated team of professionals. As a Senior Administrative Assistant, you will serve as a trusted partner to the Chief Financial Officer and Directors of Finance, providing high-level administrative and clerical support in an environment that requires professionalism, sound judgment, and discretion. This role calls for a well-spoken, self-driven individual who can confidently manage competing priorities, expertly handle a wide variety of situations, including deescalating concerns or complaints and act as a critical point of contact for the administrative team while also stepping in to provide front desk coverage as needed. You will play a key role in supporting senior leadership by managing calendars, coordinating meetings and travel, preparing reports and presentations, and interpreting and prioritizing incoming communications to ensure efficient operations. The position requires strong proficiency in Excel and PowerPoint, the ability to independently complete both recurring and ad hoc projects, and a demonstrated capacity to collaborate across departments while maintaining a high level of organization and attention to detail.

Schedule: Monday - Thursday 8a-5p and Friday 8a-4p

Banner University Medical Group is our nonprofit faculty practice plan associated with the University of Arizona Colleges of Medicine in Phoenix and Tucson. Our 1,100-plus clinicians provide primary and specialty care to patients at highly ranked Banner - University Medical Centers and dozens of clinics while providing mentorship to more than 1,200 residents and fellows. Our practice values and encourages the three-part mission of academic medicine: research, education and excellent patient care.

POSITION SUMMARY

This position supports senior leadership team members by providing clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis.

CORE FUNCTIONS

• 1. Handles a wide variety of situations and conflicts involving the clerical and administrative function of the office, which often can not be brought to the attention of the executive. This includes summarizing the content of incoming materials, specially gathered information, or meetings to assist their supervisor; coordinating the new information with background office sources; and drawing attention to important aspects or conflict.
• 2. Interprets request and helps implement action, as well as decides whether the executive should be notified of important or emergency matters, as needed. In the absence of their supervisor, ensures that requests for action or information are relayed to the appropriate staff member.
• 3. Coordinates, handles, and/or completes recurring projects or one-time projects, as directed by supervisor.
• 4. Screens telephone calls and visitors, ascertaining who can be redirected to subordinate management. Provides information to callers, including key internal or external sources, which requires comprehensive knowledge of organization policies, practices and operations.
• 5. Maintains supervisor's calendar, regularly arranging meetings, conferences, and appointments without clearance. Arranges hotel and travel accommodations for frequent, extended trips.
• 6. Prepares special or one time reports, presentation materials, summaries, or replies to inquiries, selecting relevant information from a variety of sources. May assist in the research, analysis and interpretation of data under the direction of management.
• 7. Performs a broad range of administrative support details on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost impacts on organizational outcomes.
• 8. May hire, train, conduct performance reviews, and direct the workflow for the department staff. This includes completing projects by assigning work to clerical staff and following-up on results.
• 9. This position primarily focuses on the operations of the office of the senior leaders. Responsibilities extend across organizational lines, requiring extensive interaction and involvement throughout the system/facility, as well as the community. This position routinely interacts with senior leaders, board members, physicians, patients, board members, employees, the media, as well as business and community leaders.

MINIMUM QUALIFICATIONS

• High school diploma/GED or equivalent working knowledge.
• A strong working knowledge of administrative/specialized business support services as normally demonstrated through three to four years administrative support experience at a progressively responsible level required.
• Must have written communication skills to edit and proofread business correspondence and reports.
• Also requires the ability to type accurately and efficiently from rough draft and machine transcription or personal dictation, involving standard business vocabulary, using common word processing programs.
• Must have the ability to acquire and utilize a thorough knowledge of organization policies, practices, and operations and oral communication skills to perform routine administrative details, such as arranging meetings, responding to non-routine inquires from telephone callers or visitors, and gathering background information for sensitive or confidential reports.
• Must have the ability to analyze routine administrative details of limited complexity, such as resolving minor scheduling conflicts, redirecting mail, etc.
• Must have excellent oral, written, and interpersonal communication skills to effectively interact with all levels of the organization.
• Must possess the ability to convey a professional image, as well as, effectively represent the organization as appropriate in its relationship with external customers.
• Must have a working knowledge of personal software packages to perform the administrative functions described above.
• Employees working at Banner Behavioral Health Hospital, BTMC Behavioral, and BUMG, BUMCT, or BUMCS in a Behavioral Health clinical setting that serves children must possess an Arizona Fingerprint Clearance Card at the time of hire and maintain the card for the duration of their employment.
• An Arizona Criminal History Affidavit must be signed upon hire.

PREFERRED QUALIFICATIONS

• Associate's degree
• Additional related education and/or experience preferred.

EEO/Disabled/Veterans Banner Health supports a drug-free work environment.

Banner Health is one of the largest, nonprofit health care systems in the country and the leading nonprofit provider of hospital services in all the communities we serve. Throughout our network of hospitals, primary care health centers, research centers, labs, physician practices and more, our skilled and compassionate professionals use the latest technology to make health care easier, so life can be better.

• We are proud to offer a comprehensive benefit package for all benefit-eligible positions. Please visit our Benefits Guide for more information.