Administrative Assistant II

Advocate Aurora Health - Hazel Crest, IL

Full-time - Entry Level

Hazel Crest, IL

1,001-5,000 employees

Hospitals

About the position

The Administrative Assistant II plays a crucial role in supporting the department by performing a variety of administrative and secretarial tasks. This position involves preparing correspondence, managing schedules, and ensuring effective communication within the organization. The assistant will also handle data compilation and report preparation, while providing excellent customer service to associates and patients.

Responsibilities

• Types letters, memos, reports, and other types of correspondence from rough drafts or provided copy.
• Composes correspondence for supervisor/staff.
• Collects data and/or compiles information to prepare reports for the department.
• Transcribes dictation and/or uses shorthand.
• Prepares presentations, handouts, signs, invitations, etc., utilizing various software packages.
• Greets and directs visitors.
• Responds to associate/patient complaints, resolves problems, or directs associate/patient to appropriate parties.
• Follows up on letters and phone calls, ensuring appropriate parties follow through.
• Compiles, analyzes, and summarizes data to prepare reports.
• Coordinates work or provides direction and/or guidance to others.
• Responds to correspondence not requiring supervisor's attention.
• Monitors budget for the department.
• Initiates follow-up for calls, correspondence, etc., received by the department.
• Answers phones for others within the department and follows up on requests if able.
• Covers for other secretaries in the department in their absence.
• Sets up meetings and maintains meeting schedule for supervisor and others within the department.
• Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
• Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement.
• Maintains and orders supplies.
• Prepares expense reports, check requests, petty cash reimbursement, invoice payment, and time cards for the department.
• Maintains records and files within the department/unit.
• Creates and sets up filing systems for the department/unit.

Requirements

• High school education or equivalent.
• 5 years of executive-level secretarial experience.
• Typing speed of 60+ wpm preferred.
• Basic computer knowledge.
• Ability to prioritize work.
• Effective interpersonal communication skills, written/verbal.
• Basic organizational skills.