Mayo Clinic ADMINISTRATIVE ASST in Rochester, Minnesota
Psychiatry & Psychology
Applies administrative assistant expertise to perform a variety of secretarial/clerical tasks. Is accountable for ensuring accuracy and completeness of all documents. Tasks may include transcribing correspondence/documents; maintaining calendars; scheduling meetings; making travel arrangements; answering telephones and providing related follow-through; creating and maintaining web pages and databases/spreadsheets; supporting departmental projects/activities as assigned; preparing reports, meeting agendas and minutes, and presentation materials; processing reimbursement for travel and other professional expenses; and maintaining electronic files and records. Routinely serves as a resource and mentor to others as opportunities arise. Demonstrates initiative, proficiency, and good judgment to optimize the time of those supported. Strong organizational and communication skills and a commitment to quality and excellence in service are important components of the role.
In addition, this individual performs a variety of secretarial/clerical duties in support of the John E. Herman Home leadership team, and John E. Herman Home initiatives, activities and programs. Works collaboratively with internal stakeholders including department/division leadership, supervisors, physicians, allied health staff, facilities and maintenance teams, and members of the multidisciplinary team. Works with external stakeholders, including referral partners and agencies, community groups and organizations, and regulatory and state licensing bodies. Serves as the initial point of contact for all staff and visitors entering the John E. Herman Home. Interfaces with John E. Herman Home residents and their family members.
Requires successful completion of a one- or two-year degree/diploma in an administrative assistant/secretarial field or a minimum of two years’ experience in a secretarial/administrative assistant role performing responsibilities such as managing calendars, supporting individuals, creating correspondence/reports/presentations, database/spreadsheet management, coordinating travel, etc.
Requires a Notary Public certification. Qualified candidates will have 30 days from hire date to achieve certification.
Requires excellent application of grammar, punctuation, and English usage. Must have computer experience and possess proficiency on technical office equipment (computer, printer, dictation equipment, phone system, copier/fax machine, etc.). Must possess high-level skill in organization, professional/customer service focus, interpersonal relations, excellent written and oral communication skills, and have the ability to prioritize and handle a variety of tasks simultaneously, including standard office practices and independent composition of letters. Must demonstrate good decision-making and judgment as well as attention to detail and follow-through. Must be able to adapt to a rapidly changing environment. Typing skill of 60 WPM and experience with secretarial/clerical software is preferred.
Must excel in both verbal and written communication, including proper telephone etiquette, face-to- face interactions and electronic communications. Demonstrated organizational skills and the ability to multi-task. Ability to remain calm under stress, manage emotional situations, display empathy and maintain positive communication. Ability to maintain a high level of confidentiality. Previous experience in a medical, behavioral health or social services setting preferred. Familiarity with insurance utilization desired. Must be adaptable, flexible and open to enhancing skills and learning new things.
License or certification
Notary Public Certification within 30 days of hire.
Education, experience and tenure may be considered along with internal equity when job offers are extended. The minimum pay rate is $18.03 per hour.
Hours / Pay period
Day shift, Monday-Friday
Mayo Clinic is located in the heart of downtown Rochester, Minnesota, a vibrant, friendly city that provides a highly livable environment for more than 34,000 Mayo staff and students. The city is consistently ranked among the best places to live in the United States because of its affordable cost of living, healthy lifestyle, excellent school systems and exceptionally high quality of life.
Office & Administrative Support
Job posting number
Equal opportunity employer
Mayo Clinic is an equal opportunity educator and employer (including veterans and persons with disabilities).