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Trinity Health MI · 2 days ago

Administrative Assistant III

Ann Arbor, MI

Full-time

Onsite

Senior Level

7+ years exp

Trinity Health MI is a healthcare organization seeking an Administrative Assistant III to provide comprehensive administrative support for the Acute Care Flow and Care Management teams. The role involves managing sensitive data, coordinating meetings, and assisting with hiring processes while ensuring compliance with departmental policies and procedures.

Hospital & Health Care

Responsibilities

Principal timekeeper for all departments, including putting in schedules, reconciling timecards, and preparing timecards for sign-off

Acts as liaison with leave team and regional timekeeping staff to ensure accuracy and resolve any questions or disagreements regarding timecards

Processes any timecard corrections in an efficient manner

Handles significant volume of sensitive and confidential data, including records related to personnel, payroll, attendance, billing, work and purchase orders

Develops, implements and maintains departmental record-keeping and filing systems

Prepares, maintains and processes, updates a variety of records and logs

Independently prepares non-routine correspondence, documents and reports

Develops a variety of forms, tables, charts, presentation materials, manuscripts, contracts, and records that are often complex

Proofs and edits final materials for accuracy, consistency and clarity, and may submit for approval

Handles/processes information of a confidential or highly sensitive nature on a daily basis

Plans and organizes routine office workflow

Regularly relieves manager of routine administrative details where errors are likely to cause moderate cost

Takes action on items not requiring the personal attention of the manager

Coordinates arrangements for meetings and conferences, including scheduling, catering, preparing materials, and follow-up activities

Maintains calendars and schedules of supported personnel

Responsible for working with colleagues across the system to prioritize meeting dates and times as well as working with Director, Operations Managers and other team leads to ensure their participation etc

Organizes and monitors hiring tracker, contacts and conducts additional pre-screening for candidates, and is responsible for scheduling interviews for candidates across departments

Responsible for facilitating shadowing by candidates and completion of necessary paperwork to facilitate the same

Prepares any necessary materials and assists with onboarding process for new hires, including orientation scheduling, compiling orientation manuals, and managing any other associated paperwork

Assists in coordinating charitable efforts, such as the running of the Patient Food Pantry, by being the point of contact for communications, inventory (including restocking), and collecting sign-out logs

Also assists in coordination for donations for the Patient Clothes Closet and DME Closet

Assignments are broad in nature and usually require originality and ingenuity, as well as the regular use of judgment and discretion to solve complex problems where the answer is not apparent

Ability to select the best solution from several “right” answers requiring comprehensive and detailed knowledge of applicable departmental and system policies/procedures and basic knowledge of specialized field

Performs a wide variety of administrative duties with high volume and complexity

Assists in developing and monitoring departmental budgets and financial activity by gathering appropriate reports and records, tracking expenditures, and identifying and resolving errors and discrepancies

Has delegated authority to authorize routine expenditures and to work with colleagues on expenses related to complicated discharge plans

Processes transportation reimbursement payments, reviews transportation invoices and works with accounts payable to ensure accuracy of invoices and balance of purchase order per budget

Opens, sorts, screens and routes incoming mail, with authority to open personal and confidential mail and prioritize items on behalf of the recipient

Handles routine items independently

Processes outgoing mail and packages

Maintains department phone lists

Answers telephone, screens and prioritizes calls, and routes calls appropriately

Takes and relays messages

Notifies appropriate staff and directs visitors and deliveries to appropriate areas

Recommends appropriate changes in office practices and procedures in order to improve productivity, efficiency and cost effectiveness

Responds to inquiries from departmental personnel regarding departmental services, records, and other matters requiring in-depth knowledge of departmental operations and procedures

Obtains and relays information on behalf of department staff, including data that may be sensitive or confidential in nature

Maintains the confidentiality of information acquired pertaining to patient, physicians, employees and visitors to Trinity Health Hann Arbor

Discusses patient and hospital information only among appropriate personnel in appropriately private places

Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management

Behaves in accordance with the Mission, Vision and Values of Trinity Health Ann Arbor

Qualification

MS Office SuiteAdministrative support experienceAnalytical skillsOrganizational skillsTime management skillsMedical terminologyCommunication skillsInterpersonal skillsAttention to detail

Required

Associates degree or equivalent, minimum of 7 years of administrative support experience

Must have additional formal clerical and PC training

Comprehensive and detailed knowledge of departmental and Hospital policies/procedures; basic knowledge of the specialized field in order to complete task/projects, approve transactions (e.g. forms processing, payroll or purchasing), or resolve non-routine administrative problems

Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.)

Proficiency using databases and graphics software

Excellent organizational and time management skills

Ability to see 'the big picture' in order to be a primary resource to others and for department

Strong attention to detail

In-depth knowledge of medical terminology for transcription

Excellent communication and interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors and other Hospital personnel

Considerable tact and discretion for dealing with sensitive and confidential information, and for daily interactions with high level contacts inside and outside the organization

Strong analytical skills to compile, research, and analyze data from multiple sources, and prepare statistics to develop recommendations and reports