Administrative Assistant - Administration

Full-time, 1.0 FTE, day position.

About the Role

Responsible for providing administrative support for one or more manager/director. Facilitates the efficient and smooth operation of the department in accordance with approved regulatory, quality, and department standards. Utilizes communication, software, and research skills to support the organization and leaders.

Responsibilities

• Provides daily administrative support to the leaders of the department, including fielding telephone calls, calendaring, receiving and directing visitors, word processing, filing, faxing, and program and project support.
• Facilitates workflow for accurate and successful completion of assignments/projects using Microsoft Applications (Word, Excel, PowerPoint, Outlook, SharePoint, Teams).
• Reviews and replies to all communications to ensure accuracy, efficiency, and professionalism, as guided by the leaders.
• Coordinates appointment calendars, meetings, reviews mail, and responds as appropriate.
• Coordinates various departmental events/activities, which may include dinners, retreats, meetings, purchasing, and requisitioning.
• Participates in team meetings, takes minutes, and shares responsibilities as appropriate.
• May perform front desk duties as assigned by the leader.
• Performs other duties as assigned.
• Department/Location Specific Notes (Mission Services):
  • Coordinates travel arrangements, including expense report management.
  • Provides administrative, program, and project support for Spiritual Care, Mission Integration, Ethics, Diversity, Equity and Inclusion, and PazSalud (PeaceHealth International Mission).
  • Supports the data and information management needs within the department.

Requirements

• High school diploma or equivalent; formal business, secretarial, or office administrative training preferred.
• Minimum of 2 years of progressively responsible secretarial experience in a professional office.

Skills

• Strong computer skills in Microsoft Office (including Word, Excel, PowerPoint, Outlook, SharePoint, and Teams) (Required); Visio (Preferred).
• Excellent verbal and written communication skills (Required).
• Strong organizational and analytical skills (Required).
• Ability to manage multiple priorities, projects, and display flexibility in a fast-paced and changing work environment (Required).
• Ability to work with basic office equipment (Required).
• Notary Public License (Preferred).

Working Conditions

• Consistently operates computer and other office equipment.
• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Sedentary work, predominantly in an office environment.
• Ability to communicate and exchange accurate information.
• Close visual acuity required for preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.

Pay

The salary range for this position is $23.74 – $35.62 per hour. The hiring rate is dependent upon several factors, including education, training, work experience, terms of any applicable collective bargaining agreement, and seniority.

Benefits

• Full medical, dental, and vision coverage.
• 403b retirement plan with employer base and matching contributions.
• Paid time off.
• Employer-paid life and disability insurance with additional buy-up coverage options.
• Tuition and continuing education reimbursement.
• Wellness benefits and expanded EAP and mental health program.