Administrative Assistant II - Full-Time Day Shift (Hybrid)

Job Description

Hybrid (3 days a week onsite, 2 days remote after the first 90 days)

The  Administrative Assistant II  reflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.

The Administrative Assistant II is primarily responsible for providing coordination that may involve collecting and analyzing information prior to presenting to management; preparing reports; expediting work results; and establishing and revising work procedures with a variety of MS Office and other applications

RESPONSIBILITIES

• Greets customers and responds to inquiries in person or on the telephone or referring inquiries
• Maintains customer confidence and protects operations by keeping appropriate information confidential
• Collects information, coordinates preparation of reports, analyzes data and reviews potential solutions with management
• Completes operational requirements by scheduling and assigning administrative reports and projects to other clerical staff, expediting work results and following-up  on results
• Maintains department schedule by coordinating calendars for department personnel, arranging meetings, conferences, teleconferences and travel.
• Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory and office layout
• Makes recommendations and following managerial review, implements changes
• Reads, researches and routes correspondence: drafts letters and documents; collects and analyzes information and initiates telecommunications
• As necessary, provides for the hand-delivery of documents and packages to other campus sites.
• Ensures operation of equipment by completing preventative maintenance requirements; calls for repairs; maintains equipment inventories and evaluates new equipment and techniques for managers’ review.
• Records meeting discussions by attending meetings and accurately recording key discussions and conclusions.

Qualifications

Required:

• High School degree required.
• Exceptional interpersonal skills, including the ability to establish and maintain effective relationships with patients, physicians, management, staff and other customers.
• Demonstrated customer service skills, including the ability to use appropriate judgment, independent thinking and creativity when resolving customer issues.
• Ability to effectively handle challenging situations.
• Ability to balance multiple priorities.
• Excellent verbal and written communication skills.
• Ability to use personal computers and select software applications.
• Ability to analyze data for decision making purposes.
• Strong computer skills, including Microsoft Office, Outlook and database entry
• Ability to maintain a high degree of confidentiality
• Ability to adapt to changes in work environment, delays or unexpected events.
• Demonstrates attention to detail and monitors own work for accuracy

Preferred:

College studies and/or a minimum of two years of providing office services are strongly preferred

Additional Information

Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check.  Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person. 

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position): Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.