Administrative Assistant II

M-F onsite - rotate between Aurora St. Luke's South and Aurora Sinai Medical Center

ONSITE opportunity for someone skilled at juggling multiple calendars for busy leadership; with great at time management, organization, prioritization. This Administrative Assistant II role typically requires 5 years of experience providing administrative support to leadership.

The role provides, initiates, and prioritizes a variety of complex confidential administrative support, which includes but is not limited to reception, schedule planning and coordination, word processing, document distribution and development, file maintenance, and research/presentation of office related materials. Relieves the department leadership and other staff of administrative details using judgment and discretion to solve a variety of complex office related situations and conflicts and plans/expedites workflow in the office.

• Ability to effectively manage time and priorities.

• Demonstrated ability to maintain a high degree of confidentiality.

• Ability to prioritize office workflow and make effective administrative decisions to increase efficiency, accuracy, and productivity.

• Ability to take initiative to develop correspondence as appropriate, and independently problem solve on office related issues.

• Demonstrated ability to tactfully and effectively communicate (written and verbal) with a variety of individuals and highly visible customers/leadership.

• Computer Skills: Must be proficient in the use of the Microsoft Office (Excel, PowerPoint and Word) or similar products.

• Demonstrated ability to create and compile simple to complex documents, reports, graphs/charts, and presentations.

• Ability to manage data systematically.

• Demonstrates organizational ability, and attention to detail and accuracy.

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  Schedules, maintains, and prioritize a calendar of appointments, meetings, and travel. Plans and organizes the administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.

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  Answers, screens, and initiates telephone calls and greets visitors providing procedural information and answering inquires related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.

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  Performs a variety of moderately complex word processing such as creating/drafting correspondence, memos, and documents from rough draft, under verbal instruction, or independently. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics, reports, or statistical data.

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  Creates reports under general instruction and displays data to support needs, generates existing reports, and distributes reports as needed.

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  May present administrative materials, reports, and information to a group of individuals.

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  Establishes and maintains filing systems for records, files, and documentation. Maintains confidential materials and records.

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  Opens, reads, and prioritizes mail, and department documents initiating return correspondence as appropriate.

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  Performs independent research and compiles, analyzes, and summarizes information from a variety of sources to support administrative needs.

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  Coordinates the administrative details of special projects and assignments by compiling, analyzing, and preparing data/documents. Operates and maintains office equipment (fax, printer, photocopier) and may order office supplies.

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  May act as a resource to other clerical staff such as answering questions on processes/procedures and providing training.

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

High School Graduate.

Typically requires 5 years of experience in providing administrative support.

• Must operate all equipment necessary to perform the duties of the job.
• Must be able to sit, stand, and walk for prolonged periods of time in order to complete required word processing, filing, photocopying, distribution of materials and other related functions. Exposed to a normal office environment.
• Must be able to continuously use a keyboard.
• Occasionally lifts items weighing up to 20 lbs.
• Must have functional speech, vision, and hearing.
• Must be able to concentrate on minute detail with frequent interruptions.
• Must be capable of typing, writing, and data entry for prolonged periods of time.

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.