senior administrative assistant

Brigham and Women's Hospital, Inc.

<div>Site: The Brigham and Women's Hospital, Inc.<p></p><p><br>
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.</p><p></p><p><b><br>
Job Summary</b></p>
The Senior Administrative Assistant provides high-level administrative support to the Reproductive Endocrinology &amp; Infertility Division. Position requires advanced administrative skills and experience in Outlook calendar management and Microsoft Office Suite. The candidate should possess a high degree of organization, the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues. The Senior Administrative Assistant utilizes an enormous amount of judgment and discretion in dealing with confidential and sensitive matters for patients and in screening and handling certain routine and administrative functions on behalf of the Division of Reproductive Endocrinology &amp; Infertility.<p></p><div><div><div><div><div><div><div><p><b><br>
Qualifications</b></p></div></div></div></div></div></div></div><div>
PRINCIPAL DUTIES AND RESPONSIBILITIES:<br>
<ul><li>Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.</li><li>Assist in the planning and execution of special projects and events.</li><li>Oversee office supplies inventory, ordering, and distribution.</li><li>Arrange logistics for internal and external meetings, including room bookings and catering.</li><li>Handle incoming and outgoing correspondence, including emails, letters, and phone calls.</li><li>Monitor project timelines and ensure deadlines are met.</li><li>Manage and maintain assigned physicians&rsquo; CVs, licensure, and tracking CMEs</li><li>Ensure office equipment is properly maintained and serviced.</li><li>Serve as the primary point of contact between assigned physicians and internal/external stakeholders.</li><li>Organize and maintain office files, both electronic and physical.</li><li>Manage and maintain assigned physicians&rsquo; schedules, including appointments, meetings, and travel arrangements.</li><li>Schedule, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.</li><li>Prepare, review, and edit reports, presentations, and other documents.</li><li>Coordinate with IT for technical support and equipment needs.</li><li>Draft and distribute memos, announcements, and other communications as directed.</li><li>Provide cross coverage as needed</li><li>Follow HIPAA guidelines for the management of patient privacy and confidentiality.</li><li>Other duties, as assigned.</li></ul></div><p></p><p><br>
Education<br>
High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred<br>
<br>
Can this role accept experience in lieu of a degree?<br>
No<br>
<br>
Licenses and Credentials<br>
<br>
Experience<br>
Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred</p><p></p><div>
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:<br>
<ul><li>Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook).</li><li>Excellent verbal and written communication skills.</li><li>Strong organizational and multitasking abilities.</li><li>Ability to work independently with minimal supervision.</li><li>Strong attention to detail and problem-solving skills.</li><li>Familiarity with hospital administration processes and healthcare regulations.</li><li>Professional demeanor and ability to interact effectively with all levels of staff.</li></ul></div><p></p><div><div><div><div><div><div><div><p><b><br>
Additional Job Details (if applicable)</b></p></div></div></div></div></div></div></div><b>
Physical Requirements</b><ul><li>
Standing Occasionally (3-33%)
</li></ul><ul><li>Walking Occasionally (3-33%)
</li></ul><ul><li>Sitting Constantly (67-100%)
</li></ul><ul><li>Lifting Occasionally (3-33%) 20lbs - 50lbs
</li></ul><ul><li>Carrying Occasionally (3-33%) 20lbs - 50lbs
</li></ul><ul><li>Pushing Rarely (Less than 2%)
</li></ul><ul><li>Pulling Rarely (Less than 2%)
</li></ul><ul><li>Climbing Rarely (Less than 2%)
</li></ul><ul><li>Balancing Occasionally (3-33%)
</li></ul><ul><li>Stooping Occasionally (3-33%)
</li></ul><ul><li>Kneeling Rarely (Less than 2%)
</li></ul><ul><li>Crouching Rarely (Less than 2%)
</li></ul><ul><li>Crawling Rarely (Less than 2%)
</li></ul><ul><li>Reaching Occasionally (3-33%)
</li></ul><ul><li>Gross Manipulation (Handling) Constantly (67-100%)
</li></ul><ul><li>Fine Manipulation (Fingering) Frequently (34-66%)
</li></ul><ul><li>Feeling Constantly (67-100%)
</li></ul><ul><li>Foot Use Rarely (Less than 2%)
</li></ul><ul><li>Vision - Far Constantly (67-100%)
</li></ul><ul><li>Vision - Near Constantly (67-100%)
</li></ul><ul><li>Talking Constantly (67-100%)
</li></ul>Hearing Constantly (67-100%)<br>
<ul><li>
</li></ul><p></p><br>
<div><div><div><div><div><div><div><p><b>Remote Type</b></p></div></div></div></div></div></div></div>
Hybrid<p></p><div><div><div><div><div><div><div><p><b><br>
Work Location</b></p></div></div></div></div></div></div></div>
75 Francis Street<p></p><div><div><div><div><div><div><div><p><b><br>
Scheduled Weekly Hours</b></p></div></div></div></div></div></div></div>
40<p></p><div><div><div><div><div><div><div><p><b><br>
Employee Type</b></p></div></div></div></div></div></div></div>
Regular<p></p><div><div><div><div><div><div><div><p><b><br>
Work Shift</b></p></div></div></div></div></div></div></div>
Day (United States of America)<p></p><p><b><br>
Pay Range</b></p>
$20.84 - $29.79/Hourly<p></p><p><b><br>
Grade</b></p>
4<br>
<p></p>
At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.<p></p><div><div><div><div><div><div><div><p><b><br>
EEO Statement:</b></p></div></div></div></div></div></div></div>
2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran&rsquo;s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.<p></p><h2 class="jobSectionHeader"><b><br>
Mass General Brigham Competency Framework</b></h2><div><div><p>
At Mass General Brigham, our competency framework defines what effective leadership &ldquo;looks like&rdquo; by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.</p></div></div></div>

Senior Administrative Assistant - OBGYN

KUKA

<div>
 <p>
  <strong>
   SUMMARY
  </strong>
 </p>
 <p>
  Reports to the VP of Business Operations. Supports the VP of Business Operations and the US VP of Sales. Works with all management teams involved to successfully assist in executing and implementing strategies across the company by providing materials, technological support, and coordination within deadlines. Administrator of US timekeeping system and key contact for submission of system issues for US. Promotes efficiency improvements and responsible for travel, time, and expense management. Maintains a high level of confidentiality and utilizes sound judgement and discretion in day-to-day responsibilities. Proactively prioritizes and manages a variety of multi-departmental tasks.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   ESSENTIAL DUTIES AND RESPONSIBILITIES
  </strong>
 </p>
 <ul>
  <li>
   Travel, Time, and Expense Management, provides travel policy, timekeeping, and expense process training for all new employees reporting directly to VP of Business Operations and VP of Sales
  </li>
  <li>
   Timekeeping administration
  </li>
  <li>
   Back up for new user set-up
  </li>
  <li>
   Back up for user deactivation
  </li>
  <li>
   Project creation backup
  </li>
  <li>
   Project access
  </li>
  <li>
   PTO modifications
  </li>
  <li>
   Approval plan set-up
  </li>
  <li>
   Ad hoc report requests
  </li>
  <li>
   Manages organizational charts and corporate presentations.
  </li>
  <li>
   Manages assigned projects, meetings, workshops, and corporate events.
  </li>
  <li>
   Manages regular cadence of company meetings (hosting, scheduling, taking, and distributing minutes)
  </li>
  <li>
   Basic calendar management of select Executives
  </li>
  <li>
   Supports on-site customer visit organization (conference room setup, lunch, notice to employees, welcome TV).
  </li>
  <li>
   Incoming mail distribution
  </li>
  <li>
   Maintain internal office TVs
  </li>
  <li>
   Reconciles and generates PO requests for respective purchases
  </li>
  <li>
   Manage inventory levels and coordinate the replenishment of office and facility supplies to ensure uninterrupted business operations.
  </li>
  <li>
   Employee Events Committee leader
  </li>
  <li>
   Manage bereavement communications / order flowers and process donations
  </li>
  <li>
   Works cross-functionally with all departments to achieve strategic and operational goals
  </li>
  <li>
   Maintains systems, records and reports that enable the respective Executives to operate efficiently
  </li>
  <li>
   Onboarding/Offboarding of direct reports of VP of Business Operations and VP of Sales
  </li>
  <li>
   Develop and manage communication, documents, and process improvement within Microsoft Teams
  </li>
  <li>
   Professional interface with internal / external customers
  </li>
  <li>
   Organize customer visits and special events.
  </li>
  <li>
   Travel coordination and scheduling arrangements (flights, hotel, transportation, etc.)
  </li>
  <li>
   Professionally maintain confidential data, information, and concepts.
  </li>
  <li>
   Travels as needed to support VP of Business Operations/VP of Sales for business activities
  </li>
  <li>
   Coordinates with other Executive Assistants on a variety of tasks
  </li>
  <li>
   Adheres to the Quality System and participates in continuous improvement.
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   EDUCATION and/or EXPERIENCE
  </strong>
 </p>
 <ul>
  <li>
   Associate degree and three years of related administrative experience or an equivalent combination of experience and education.
  </li>
  <li>
   Proficiency in Outlook, Teams, Word, Excel, PowerPoint, Internet, E-mail, SharePoint, Journyx or equivalent are essential.
  </li>
  <li>
   Requires experience with international travel arrangements, expense reports, event planning, customer relationship-building and management of multiple priorities.
  </li>
  <li>
   Organizational skills and the ability to maintain confidentiality are required.
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  KUKA is an Equal Opportunity Employer committed to building an inclusive and diverse workforce. All qualified applicants will receive consideration for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, disability status, protected veteran status, or any other factor protected by applicable federal, state or local laws.
 </p>
</div>


Senior Administrative Assistant

Rosendin Electric

<div><p>Whether you're a recent grad or a seasoned professional, you can experience meaningful career growth at Rosendin. Enjoy a true sense of ownership as you work with a proven industry leader on some of the most exciting and high-profile projects in the nation. We offer a wide range of job opportunities, competitive compensation, full benefits, an Employee Stock Ownership Plan and more.</p>
<h2 class="jobSectionHeader"><b>Senior Administrative Assistant (Contract to Start then Permanent Potential)</b></h2><h2 class="jobSectionHeader"><b>
Why Rosendin?
</b></h2><h2 class="jobSectionHeader"><b>Committed. Innovative. Engaged.</b></h2><p>
If you're looking to take your career to the next level and work with some of the best and brightest in the industry, we want to hear from you. Since our founding over 100+ years ago, Rosendin has been driven to positively impact the communities where we live and work. We are an organization built on integrity and we have a culture that empowers people, embraces diversity, and inspires everyone to do their best. As one of the largest EMPLOYEE-OWNED electrical contractors in the United States, you will have the unique benefit of being a shareholder at a company that is experiencing tremendous growth and success. When our people succeed and fuel our success, we reward them. We'd love to have you as a shareholder!
</p><h2 class="jobSectionHeader"><b>YOUR NEXT OPPORTUNITY:</b></h2><p>
The Senior Administrative Assistant is responsible for providing administrative support to senior management or department. This position will perform a wide range of administrative and general office duties to ensure timely and accurate completion of assignments to enhance the efficiency and effectiveness in meeting operational objectives.</p>
<h2 class="jobSectionHeader"><b>WHAT YOU'LL DO:</b></h2><ul><li><p>
Perform general administrative duties including composing, transcribing, copying, faxing, filing, and maintaining spreadsheets.</p></li><li><p>
Respond to inquiries received via phone, mail, and/or email and appropriately prioritize correspondence for executives.</p></li><li><p>
Act as liaison between supervisors and other employees, departments, external contacts, vendors, clients, etc.</p></li><li><p>
Coordinate travel arrangements, prepare itineraries, and logistics as necessary.</p></li><li><p>
Proactively manage executive calendar appointments, schedule meetings, reserve conference rooms, and prepare meeting materials as needed.</p></li><li><p>
The duties and responsibilities are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing and other duties will be assigned based on the position's role within the business unit.</p></li></ul>
<h2 class="jobSectionHeader"><b>WHAT YOU'LL NEED TO BE SUCCESSFUL:</b></h2><ul><li><p>
Attention to detail is necessary; strong analytical skills favored</p></li><li><p>
Proficient in using a computer and Microsoft Office (Outlook, Word, Excel, etc.); Oracle preferred</p></li><li><p>
Prioritize and manage multiple tasks, changing priorities as necessary</p></li><li><p>
Work under pressure and adapt to changing requirements with a positive attitude</p></li><li><p>
Oral and written communication skills as required for the position</p></li><li><p>
Self-motivated, proactive and an effective team player</p></li><li><p>
Interact effectively and professionally with all levels of employees, both management and staff alike, vendors, clients, and others</p></li></ul>
<h2 class="jobSectionHeader"><b>WHAT YOU BRING TO US:</b></h2><ul><li><p>
Associate degree in Business Administration or related discipline</p></li><li><p>
Minimum 5 years' administrative support experience, preferably in a construction environment</p></li><li><p>
Can be a combination of education, training, and relevant experience</p></li></ul>
<h2 class="jobSectionHeader"><b>TRAVEL:</b></h2><ul><li>
Up to 25%</li><li>
Travel in or out of state as needed</li></ul>
<h2 class="jobSectionHeader"><b>WORKING CONDITIONS:</b></h2><ul><li>
General work environment - sitting for long periods, standing, walking, typing, carrying, pushing, bending. Work is conducted primarily indoors with varying environmental conditions such as fluorescent lighting and air conditioning</li><li>
Noise level is usually low to medium; it can be loud on the jobsite.</li><li>
We fully comply with the ADA and applicable state law, including considering reasonable accommodation measures that may enable qualified disabled applicants and employees to perform essential functions.</li><li>
Occasional lifting of up to 30 lbs.</li></ul>
<p>Rosendin is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. Employment decisions are considered regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, pregnancy, age (over 40), or any other categories protected by applicable federal, state, or local law.
</p><p>Our success is rooted in our people. We all come together around long-term vision and a sense of shared ownership. As a group, we do whatever it takes to ensure the success of our business and your career.</p>
<p>Rosendin is committed to creating a diverse environment and is proud to be an Equal Opportunity Employer. Employment decisions are considered regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, pregnancy, age (over 40), or any other categories protected by applicable federal, state, or local law.</p></div>

Senior Administrative Assistant (Contract to Permanent Potential)

JPMorganChase

<div><b>JOB DESCRIPTION</b><br>
<br>
<br>
<p>As a Senior Executive Assistant in the Product Owner, Fulfilment &amp; Archival Services team, you will work in a fast-paced organization where each day will be unique. In this role, you will manage the MD's calendar and meetings, track action items, plan travel and conferences, and oversee expenses, all while supporting a team of 400 members. Experience managing smaller IT projects and using AI for day-to-day automation is an added plus. Based in Columbus, Ohio and co-located with the leadership team, this position provides a platform for professional growth and skill enhancement. Join a results-oriented team with a strong focus on attention to detail and quality.</p><p>
</p><p>﻿A successful Executive Assistant possesses structure, attention to detail, quality focus, high energy and flexibility to a high-paced deadline driven organization. In this role you will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen, and deliver high-quality work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.</p><p><b>
Job Responsibilities</b></p><ul><li>
Maintain complex and detailed calendars</li><li>
Manage the coordination and logistics of both internal and external meetings</li><li>
Arrange and coordinate complicated domestic and international travel</li><li>
Organize all aspects for offsite conferences and external events, including catering and transportation</li><li>
Process invoices and T&amp;E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures</li><li>
Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access</li><li>
Produce high quality emails and messages to individuals at all levels of the organization</li><li>
Maintain current organizational charts and Executive Bio's</li><li>
Handle regular activities without prompting, and advise in advance with issues or delays</li><li>
Lead and coordinate on ad hoc projects as requested, and assist in editing spreadsheets and presentations, including printing and binding, for client meetings</li><li>
Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly</li></ul><p>
</p><p><b>Required qualifications, skills, and capabilities</b></p><ul><li>
At least five years of administrative experience, ideally supporting at the Managing Director level (or equivalent) or above</li><li>
Advanced ability to organize</li><li>
Tact and good judgment in confidential situations, and proven experience interacting with senior management</li><li>
Strong interpersonal, written, and oral communication skills</li><li>
Strong proficiency in Microsoft Office</li></ul><p>
</p><p><b>Preferred </b><b>qualifications, skills, and capabilities</b></p><ul><li>
Experience supporting at the Managing Director level (or equivalent) or above</li><li>
College degree is a plus</li></ul>
<b>ABOUT US</b><br>
<br>
<br>
<p>Chase is a leading financial services firm, helping nearly half of America's households and small businesses achieve their financial goals through a broad range of financial products. Our mission is to create engaged, lifelong relationships and put our customers at the heart of everything we do. We also help small businesses, nonprofits and cities grow, delivering solutions to solve all their financial needs.
</p><p></p><p>We offer a competitive total rewards package including base salary determined based on the role, experience, skill set and location. Those in eligible roles may receive commission-based pay and/or discretionary incentive compensation, paid in the form of cash and/or forfeitable equity, awarded in recognition of individual achievements and contributions. We also offer a range of benefits and programs to meet employee needs, based on eligibility. These benefits include comprehensive health care coverage, on-site health and wellness centers, a retirement savings plan, backup childcare, tuition reimbursement, mental health support, financial coaching and more. Additional details about total compensation and benefits will be provided during the hiring process.
</p><p></p><p>We recognize that our people are our strength and the diverse talents they bring to our global workforce are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at our company. We do not discriminate on the basis of any protected attribute, including race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. We also make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as mental health or physical disability needs. Visit our FAQs for more information about requesting an accommodation.</p>
<p></p><p>Equal Opportunity Employer/Disability/Veterans</p><br>
<br>
<br>
<b>ABOUT THE TEAM</b>
<br>
<br>
Our Consumer &amp; Community Banking division serves our Chase customers through a range of financial services, including personal banking, credit cards, mortgages, auto financing, investment advice, small business loans and payment processing. We're proud to lead the U.S. in credit card sales and deposit growth and have the most-used digital solutions &ndash; all while ranking first in customer satisfaction.</div>

Senior Executive Administrative Assistant

University Hospitals

<div><div><b>What You Will Do</b><br>
<ul><li>
The Provider Secretary will be the primary administrative support to assigned providers.</li><li>
Assesses customer&rsquo;s needs, meets quality standard for services and evaluates customer satisfaction.</li><li>
Demonstrates excellent communication skills. Provides quality customer service by answering and making telephone calls.</li><li>
Coordinates various clinical and nonclinical administrative activities of provider&rsquo;s including schedules, lab coats, id badge, etc.</li><li>
Schedules office visits, surgical procedures and ancillary testing according to practice/organization guidelines.</li><li>
Ensure completion and/or coordination of activities related to patient financial clearance prior to service being rendered including insurance eligibility, medical necessity, and prior authorization activities</li><li>
Ensures materials are provided for meetings/interviews as necessary in a timely manner and follow up is completed as assigned.</li><li>
Handles a variety of administrative issues with regard to phone calls, always following through to assure all request/complaints/communications are handled in the manner appropriate.</li><li>
Types, transcribes and process correspondence, documents, grant papers and publications.</li><li>
Coordinates timely submission of grant papers and publications.</li><li>
Completes correspondence &amp;/or administrative paperwork.</li><li>
Performs advanced tasks for department (i.e. denial management, SSI, iprocurement, etc&hellip; Takes all dictations for letters of recommendation for medical students, residents, fellows, attending staff and past colleagues.</li><li>
Provides training to newly hired secretaries and provides additional support for current secretaries as needed.</li><li>
Provide clinical support to various onsite locations as needed.</li><li>
Supports the onboarding process of new providers to the department/division</li><li>
Performs general office duties and provides back up support for other staff as needed.</li><li>
Other departmental duties may be assigned as needed.</li></ul><b>
Additional Responsibilities</b><br>
<ul><li>
Performs other duties as assigned.</li><li>
Complies with all policies and standards.</li><li>
For specific duties and responsibilities, refer to documentation provided by the department during orientation.</li><li>
Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.</li></ul></div><div><b>
Education</b><br>
<ul><li>
High School Equivalent / GED (Required) and
</li><li>Associate's Degree (Preferred)
</li></ul><b>Work Experience</b><br>
<ul><li>
3+ years secretarial experience (preferably with at least 1 year previous administrative/secretarial support of a provider or provider practice) (Required) and
</li><li>Experience with demonstrated problem solving ability (Required)
</li></ul><b>Knowledge, Skills, &amp; Abilities</b><br>
<ul><li>
Medical terminology (Required proficiency)
</li><li>Proven ability to successfully manage multiple tasks simultaneously (Required proficiency)
</li><li>Computer skills in a Windows environment (Required proficiency)
</li><li>Demonstrate proficient verbal and written communication skills (Required proficiency)
</li><li>Ability to organize and prioritize workload to achieve expected outcomes (Required proficiency)
</li><li>Intermediate knowledge of office equipment (Required proficiency)
</li><li>Intermediate computer skills in Windows environment (Required proficiency)
</li><li>Excellent verbal &amp; written communication skills (Required proficiency)
</li><li>Experience in customer service environment (Required proficiency)
</li><li>Excellent Organizational skills (Required proficiency)
</li><li>Excel, PowerPoint, Microsoft Word and Outlook, Google documents and teams (Required proficiency)
</li></ul><b>Physical Demands</b><br>
<ul><li>
Standing Occasionally
</li><li>Walking Occasionally
</li><li>Sitting Constantly
</li><li>Lifting Rarely up to 20 lbs
</li><li>Carrying Rarely up to 20 lbs
</li><li>Pushing Rarely up to 20 lbs
</li><li>Pulling Rarely up to 20 lbs
</li><li>Climbing Rarely up to 20 lbs
</li><li>Balancing Rarely
</li><li>Stooping Rarely
</li><li>Kneeling Rarely
</li><li>Crouching Rarely
</li><li>Crawling Rarely
</li><li>Reaching Rarely
</li><li>Handling Occasionally
</li><li>Grasping Occasionally
</li><li>Feeling Rarely
</li><li>Talking Constantly
</li><li>Hearing Constantly
</li><li>Repetitive Motions Frequently
</li><li>Eye/Hand/Foot Coordination Frequently
</li></ul><b>Travel Requirements</b><br>
<ul><li>
10%</li></ul></div></div>

Senior Provider Administrative Assistant Neurology

Minnesota State

<div><h2 class="jobSectionHeader"><b>All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).
</b></h2><p></p><p><b>Working Title:
</b></p>Office &amp; Administration Specialist Senior - Administrative Assistant to the Vice President of Recruitment and Retention
<p></p><p><b>Institution:
</b></p>Minnesota State Community and Technical College
<p></p><div><div><div><div><div><div><div><p><b>Classification Title:
</b></p></div></div></div></div></div></div></div>Office &amp; Admin Specialist Sr
<p></p><p><b>Bargaining Unit / Union:
</b></p>206: AFSCME - Clerical and Office
<p></p><p><b>City:
</b></p>Fergus Falls
<p></p><p><b>FLSA:
</b></p>Non Job Exempt
<p></p><p><b>Full Time / Part Time:
</b></p>Full time
<p></p><p><b>Employment Condition:
</b></p>Classified - Unlimited
<p></p><p><b>Salary Range:
</b></p>$22.62 - $32.23
<p><b>Join Us at M State
</b></p><p><i>Where your work helps create a success story for every student.
</i></p><p></p><p>Minnesota State Community and Technical College (M State) is seeking passionate, talented professionals to join our learning‑centered community. Whether you are an educator, administrator, or staff professional, your work at M State will directly support students as they shape their futures and will strengthen the communities we serve.
</p><p></p><p>With four welcoming campuses in Detroit Lakes, Fergus Falls, Moorhead, and Wadena, M State combines big‑college opportunities with a small‑college feel, offering nationally accredited programs, flexible learning options, and a deeply student‑focused culture.
</p><p></p><p><b>Why Work at M State?
</b></p><p>At M State, we are <i>all in </i>on student success.
</p><p></p><p>Our work is guided by shared values of:
</p><ul><li>Integrity &ndash; As dedicated professionals, we act with purpose in everything we do. We are sincere and honest in our relationships and communications, and hold ourselves accountable to doing the right thing even when no one is watching.
</li><li>Inclusion &ndash; We welcome, respect and accept people for who they are and celebrate the power of our collective differences in creating and shaping more robust, energized communities.
</li><li>Innovation &ndash; Through the power of our four campuses, strategic partnerships and creative problem-solving, we enhance communities. We incorporate technology to improve student experience, and we see continuous improvement as a constant.
</li></ul><p></p><p>Together, these values support our vision: A success story for every student.
</p><p></p><p><b>Position Overview
</b></p><p>M State is accepting applications for an <b>Administrative Assistant to the Vice President of Recruitment and Retention </b>. This position is located on the Fergus Falls campus. This position is eligible for telework.
</p><p></p><p>To provide administrative support for the Vice President of Recruitment and Retention and to ensure excellence in the student affairs division in providing services to students, faculty, and staff.
</p><p></p><p>The values that guide our work include access and opportunity, equity, inclusion, belonging, cultural competence, culturally responsive pedagogy &amp; service, and community engagement. Our educational environments are culturally relevant, responsive, and innovative to the students we serve. Our students are assets, we affirm their identities and experiences, and provide spaces that are emotionally safe and reflect who students are.
</p><p></p><p><b>Customer Service.
</b></p><p>On a daily basis, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.
</p><p></p><p><b>Serve as Assistant to the Vice President of Recruitment and Retention, providing primary support in their leadership role for the development and implementation of academic programs, student services, and community involvement.
</b></p><p>Arrange, schedule, and revise appointments, conferences, and meetings as well as maintain calendars. Ensure that all necessary arrangements are made for out-of-town travel. Serve as a communication contact with internal and external constituents, answering inquiries in person, via e-mail, or by telephone. Monitor office workflow and determine work priorities while working independently. Attend staff/administrative committee meetings as assigned; create agendas; create and distribute notes of meetings. Solicit data, assemble information, prepare, and edit reports for internal constituents and external agencies as requested. Prepare purchase orders as needed. Pay invoices in a timely manner. Work with the Business Office to close POs at the end of the academic year or when funds are depleted. Assist Vice President&rsquo;s direct reports with travel, forms, expense reports, and other projects as needed. Build Concurrent Course Surveys. Pull and track concurrent course survey results and send to high school instructors. Modify, monitor, and build Concurrent Courses and changes in Term Course and update FWM.
</p><p></p><p><b>Support for the Athletics Department.
</b></p><p>Assist with the hiring of coaches, maintain agreements and records, and organize evaluations. Coordinate logistics and organize processes. Manage expenditures related to Athletics. Set up recurring Purchase Orders for new fiscal years Pay all invoices related to those purchase orders Pay all referees, umpires, game workers, and get them the proper setup link if not a vendor in the state system. Submit all authorizations for coaches for all travel. Assist with or create expense reports for coaches. Assist coaches and athletic directors one-on-one with Workday processes. Order supplies. Work with the M State Reservation Specialist to set up contracts for OT Coaches &ndash; transportation. Create Athletic Rosters for home games.
</p><p></p><p><b>Support for campus and college operations.
</b></p><p>Recognition of broad and varied professional responsibilities, which include but are not limited to support for campus and college operations, such as front desk coverage, registration events, Spartan Welcome Days, Commencement; this is not an exhaustive list. Support the operation of the college and campus Student Services operational area(s) beyond the student affairs office. Serve on campus, college, and community committees as assigned, approved and appropriate that seek to enhance the student experience. Other related duties as assigned by the AVP.
</p><p><b>Perform other clerical duties.
</b></p><p>On occasion, this position will assist the Fergus Falls Leadership with clerical assistance. Collect data, assemble information, prepare, and edit reports. Proofread materials, memos, and correspondence for syntax, spelling, grammatical, and mathematical accuracy before release and distribution. Assist AVP in the preparation and distribution of formal and confidential documents. Maintain files, reports, records, and other materials in useful order.
</p><p></p><p><b>What We&rsquo;re Looking For
</b></p><p><i>Minimum Qualifications
</i></p><ul><li>Customer service practices and principles are sufficient to identify each customer&rsquo;s needs and meet quality standards for services that result in customer satisfaction.
</li><li>Knowledge of word processing sufficient to use software to create, format, edit, print, and save a variety of documents. Ability to use spreadsheet applications, such as Microsoft Excel to enter, compile, store, and retrieve data. Knowledge of databases sufficient to use non-standard or advanced software features as research tools and generate a variety of reports.
</li><li>Knowledge of standard computer software programs for word processing, spreadsheets, and databases, sufficient to create, modify, and protect files.
</li><li>Basic accounting principles, practices, and protocols as applied to disbursements, purchasing, and receipt techniques.
</li><li>Knowledge of the development and implementation of administrative and programming policies and procedures for smooth and efficient division operations.
</li><li>Knowledge to fluently communicate, read, understand, and respond to a variety of communications with internal and external stakeholders.
</li><li>Possession of: Active, valid, and applicable Class D (basic) driver&rsquo;s license and ability to maintain an active, valid, and applicable Class D (basic) driver&rsquo;s license.
</li></ul><p></p><p><i>Preferred Qualifications
</i></p><ul><li>Associate degree in administrative support or a minimum of five years&rsquo; experience in the administrative support field.
</li><li>Strong organizational and planning skills.
</li><li>Ability to establish and maintain productive and professional working relationships with both internal and external stakeholders.
</li><li>As this position has access to confidential records, including but not limited to student and employee data, a high level of confidentiality must be maintained.
</li><li>Knowledge of the mission, vision, and values of M State.
</li></ul><p></p><p><b>Work Shift (Hours / Days of work)
</b></p><ul><li>40 hours per week, Monday-Friday, 8 a.m. &ndash; 4:30 p.m.
</li></ul><p></p><p><b>Application Procedure
</b></p><p>To apply, submit a letter of interest, resume, three professional references, and any applicable transcripts by 12:01 a.m. on August 18th, 2026 at https://minnstate.wd115.myworkdayjobs.com/Minnesota_State_Careers/job/Fergus-Falls/Office-Admin-Specialist-Sr_JR0000005411 . Internal applicants need to apply through the Jobs Hub in Workday.
</p><p></p><p><b>NOTICE: </b>The college regrets that it is unable to offer H-1B sponsorship. The successful candidate under U.S. Citizenship and Immigration Services regulations must be able to accept work in the U.S. by the day employment begins.
</p><p></p><p><b>Salary
</b></p><p>This is the correct salary range for this position, disregard the full range listed by this website: $22.62-$30.62 per hour or $47,231-$63,935 annually.
</p><p></p><p><b>Questions About the Position? </b>Contact Megan Zacher, M State&rsquo;s Staff Recruiter, at Megan.Zacher@minnesota.edu
</p><p></p><p><b>About
</b></p><p>M State is a regional student-focused institution that is poised for a strong future. It is the sixth-largest outstate college in the Minnesota State system and the largest two-year college in Greater Minnesota, serving more than 10,500 students in credit and non-credit courses each year. M State offers big-college resources and a small-college feel on our four welcoming campuses and in our many online courses and programs. Our faculty and staff are dedicated to the values of integrity, inclusion and innovation, and that dedication is reflected in our programs and in the support we offer to our students.
</p><p></p><p>Minnesota State is an <b>equal opportunity employer/educator committed to the principles of diversity </b>. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status. All applicants must be able to lawfully accept employment in the United States.
</p><p></p><p>Inquiries about Title IX can be directed to the college&rsquo;s Title IX Coordinator and/or to the U.S. Department of Education, Office of Civil Rights. The Title IX office is located on Moorhead&rsquo;s campus, but it travels and serves all 4 campuses.
</p><p></p><p>Elise Sturdivant
</p><p>Vice President of Student Affairs / Title IX Coordinator
<br>
Office D120g
</p><p>1900 28th Ave S
<br>
Moorhead, MN 56560
<br>
(218) 299.6853 | elise.sturdivant@minnesota.edu | titleix@minnesota.edu
</p><p></p><p>If you need accommodations to take part in the application process, please contact Human Resources at (218) 736-1512. For more information regarding M State, refer to our website at: www.minnesota.edu . Minnesota State Community and Technical College, a member of the Minnesota State system, is an affirmative action, equal opportunity educator and employer.
</p><p></p><p>NOTICE: In accordance with the Minnesota State Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to Minnesota State&rsquo;s vehicle use criteria and consent to a motor vehicle records check.
</p><p>This vacancy notice may be removed at any time for any reason.<br>
</p><br>
<p><b>Benefits Information:
</b></p><p>At Minnesota State, we take your well-being and work-life balance seriously. We offer a comprehensive benefits package that features low-cost medical and dental insurance with affordable deductibles, employer-paid life insurance, short- and long-term disability, and pre-tax healthcare and dependent care accounts with a roll-over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.<br>
</p><p></p><p>To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. <i>Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.
</i></p><p></p><p><b>Desired Start Date:
</b></p>09-21-2026
<p></p><p><b>Position End Date:
</b></p><p></p><p><b>Open Date:
</b></p>07-24-2026
<p></p><p><b>Close Date:
</b></p><p></p><p><b>Posting Contact Name:
</b></p>Megan Ann Zacher
<p></p><p><b>Posting Contact Email:
</b></p>megan.zacher@minnesota.edu</div>

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