Supervisor - Administrative Assistant

Why Mayo Clinic

Mayo Clinic is top-ranked in more specialties than any other care provider according to U.S. News & World Report. As we work together to put the needs of the patient first, we are also dedicated to our employees, investing in competitive compensation and comprehensive benefit plans – to take care of you and your family, now and in the future. And with continuing education and advancement opportunities at every turn, you can build a long, successful career with Mayo Clinic.

Benefits Highlights

• Medical: Multiple plan options.
• Dental: Delta Dental or reimbursement account for flexible coverage.
• Vision: Affordable plan with national network.
• Pre-Tax Savings: HSA and FSAs for eligible expenses.
• Retirement: Competitive retirement package to secure your future.

Responsibilities

Responsible for the overall management, coordination, and performance of administrative assistants. May also be responsible for managing leads, assistant supervisors, executive assistants, and others, potentially across multiple locations. Provides daily leadership, task direction, education, orientation, mentoring, and operational problem solving to staff. Responsible for quality and service expectations and adherence of institutional and departmental policies, procedures, processes, guidelines, and best practices of staff under their supervision. Accountable for appropriate staffing to meet the needs of the work unit, knowledgeable in workforce planning requirements, and ensures the appropriate onboarding and training processes are applied to new hires including developing training plans and reinforcement of skills. Identifies and analyzes operational/practice improvement opportunities, develops ideas for improvements, and implements changes. Able to effectively utilize resources to solve problems. Routinely spends a large percentage of time performing non-clinical administrative support tasks, and exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Applies expertise to perform a variety of administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining web sites, web pages, databases, spreadsheets, social media accounts; answering telephones and providing related follow-through. Demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment and ability to navigate multiple systems simultaneously. Is accountable for ensuring accuracy and completeness through attention to detail. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; adaptability; confidentiality; and professionalism are important components of the role.

Qualifications

• Position requires a high school diploma or G.E.D. with a minimum of six years’ experience in an administrative support role or a one-year degree/diploma in an administrative, business, or medical-related program with a minimum of five years’ experience in an administrative support role or an associate’s degree in an administrative, business, or medical-related program with four years’ experience in an administrative support role, or a bachelor’s degree in an administrative, business, or medical-related program with two years’ experience in an administrative support role.
• Administrative support role experience must include performance of responsibilities such as meeting management and calendar coordination, creating/transcribing correspondence/documents, and utilization of business-related software to produce databases, spreadsheets, presentations, etc.
• Demonstrates leadership and organizational skills, and ability to communicate effectively with others.
• Prior management experience is preferred.
• Possess high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication, and the ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment.
• Demonstrate effective and appropriate decision-making, judgment, and confidentiality, attention to detail, and follow-through.
• Experience with coordination of meetings, travel, and expense management.
• Proficient application of English grammar, punctuation, and sentence structure.

Exemption Status

Exempt

Compensation Detail

$62,275.20 - $93,537.60

Benefits Eligible

Yes

Schedule

Full Time

Hours/Pay Period

80

Schedule Details

Monday-Friday, 8:00am-5:00pm Rotation between the Scottsdale and Phoenix campuses when working on-site. Mayo Clinic will not sponsor or transfer visas for this position including F1 OPT STEM. Must be a U.S. Citizen, permanent resident, refugee or asylee.

Weekend Schedule

N/A

International Assignment

No

Site Description

Just as our reputation has spread beyond our Minnesota roots, so have our locations. Today, our employees are located at our three major campuses in Phoenix/Scottsdale, Arizona, Jacksonville, Florida, Rochester, Minnesota, and at Mayo Clinic Health System campuses throughout Midwestern communities, and at our international locations. Each Mayo Clinic location is a special place where our employees thrive in both their work and personal lives. Learn more about what each unique Mayo Clinic campus has to offer, and where your best fit is.

Equal Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, protected veteran status or disability status. Learn more about the "EOE is the Law" . Mayo Clinic participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization.

Recruiter

Janell Mader