Administrative Assistant for IT

This listing has expired.

Position’s Location: East Lansing, MI

Job Description

General Purpose of Job:
The Administrative Assistant/Business Operations team provides ongoing, reliable and professional administrative support to leadership team and IT, Business Operations or other administrative departments.

Essential Duties:
This job description is intended to cover the minimum essential duties assigned on a regular basis.  Caregivers may be asked to perform additional duties as assigned by their leader.  Leadership has the right to alter or modify the duties of the position.

  • General administrative support
  • Communication with internal caregivers and external vendors
  • Data gathering/Information tracking
  • Document, spreadsheet and correspondence coordination
  • Scheduling and meeting/event management
  • Transaction monitoring and spreadsheet maintenance
  • Answer, screen, monitor and respond to phone calls, visitors and emails.
  • Assist with organizing and processing invoices
  • Assist with document management and organization
  • Assist with preparation of presentations and research
  • Coordinate meetings and events
  • Coordinate and send timely communication to internal and external stakeholders with updates about  department activities
  • Draft effective and tactful letters and documents and providing content input.  Track responses and follow up tasks.
  • Draft meeting agendas, attending meetings upon request, documenting and capturing key details,  tracking responsibility for associated follow-up tasks
  • Communicate positively and directly with prospective, new and existing employees.
  • Facilitate interview scheduling, feedback processing, and onboarding details for hiring.
  • Maintain key records and files (paper and electronic)
  • Manage, arrange, prioritize, and communicate calendar and schedules for leaders
  • Maintain organization charts, phone lists and other relevant contact lists on a bi-weekly basis
  • Maintain strict confidentiality with sensitive information related to customers, the company, and internal employees
  • Monitor leaders e-mail upon request to ensure urgent issues are addressed during any out of office periods
  • Support leaders with administrative functions, including but not limited to maintaining appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel itineraries
  • Support general office operations (running errands, procuring supplies, organizing meeting rooms, etc.)
  • Transcribing, formatting, and maintaining accurate records in various application systems regarding caregivers, external vendor and internal customer interactions and other departmental activities Perform various word processing duties in forms, tables, charts, schedules using Excel, Word, PowerPoint, Visio and other health system software

Job Requirements

General Requirements
  • None
Work Experience
  • See Education
  • Bachelor’s Degree; OR Associates degree and 2 years of relevant business operations related administrative experience
Specialized Knowledge and Skills
  • Desire for meaningful work and real responsibility
  • Strong written and verbal communications skills
  • Strong interpersonal skills
  • Professionalism
  • Collaborative and ambitious
  • Service and process improvement mindset with an interest in building relationships with customers
  • Proficient in latest versions of Microsoft Office and ability to learn new software as need arises.
  • Ability to work autonomously, with high productivity, strong communications skills and attention to detail.
  • Ability to prioritize, coordinate and complete multiple and complex tasks without supervision
  • Mathematical competency to include statistical interpretation – preferred
  • Experience with meeting preparation to include agenda, minutes, and creation of slide presentations – preferred
  • Typing speed 45 wpm or higher – preferred

Candidates please note: A series of assessments are a required part of the consideration process for all positions in the IT Department.

Sparrow Health System is an Equal Opportunity/Affirmative Action employer.  All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

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