Company Overview

Shriners Children’s is a family that respects, supports, and values each other. We are engaged in providing excellence in patient care, embracing multi-disciplinary education, and research with global impact. We foster a learning environment that values evidenced based practice, experience, innovation, and critical thinking. Our compassion, integrity, accountability, and resilience defines us as leaders in pediatric specialty care for our children and their families.

Job Overview

Shriners Children's is the premier pediatric burn, orthopaedic, spinal cord injury, cleft lip and palate, and pediatric subspecialties medical center. We have an opportunity for a Senior Administrative Assistant based at our Headquarters location. This is a hybrid position working onsite as well as remote from home.

The Senior Administrative Assistant provides primary support, scheduling, agenda/minutes and meeting assistance to the Shriners Children’s Medical Group. This role is responsible for recording, maintenance and reconciliation of the Shriners Children’s Medical Group department budget. Maintains current lists of Shriners Children’s Medical Group projects, capital expenditures, capital requests and strategic initiatives. Processes all expense reports, invoices, requests and communications with finance department. Serves as the department subject matter expert for the SHC content management and service request systems. Handles requests and correspondence to and from SHC regarding hospital related expenses. Provides administrative support, travel coordination and coordinates official correspondence requiring the approval and dissemination. In addition, this role provides management or analysis on assigned projects. The candidate is expected to maintain confidentiality with sensitive information and topics.

Responsibilities

Position Responsibilities:

• Maintains receipt and dispensing of monthly expense reimbursements; including reconciliation of expenditures against budgeted expenses . Assists in preparation of budget submissions and other funding requirements for work groups, teams, directorate and conferences, etc. Compiles budget projections for annual corporate budget review cycle from historical budget data. Maintains current year’s budget, reviewing invoices, vouchers and other reports from corporate financial resources. Ensures that costs are appropriately charged to correct cost center. 25%
• Assists in the development and maintenance of the Shriners Children’s Medical Group Intranet and SharePoint Collaborative sites. Coordinates with appropriate departments to ensure the sites meet SHC requirements/guidelines. Coordinates with hospital staff, as appropriate to ensure information posted is timely, accurate and meets SHC guidelines. Departmental resource for technical tools available to support collaborative forums, webinar, and conferencing. 20%
• Assists Shriners Children’s Medical Group staff with ongoing maintenance oversight of contracts or vendor services. 10%
  • For new programs/initiatives, assist in obtaining product information from vendors directly, vendor websites, or other healthcare resources as directed. Assists in compiling tools, evaluations, or other data to aid in development of request for information, request for proposal, or presentations as required.
  • Assists in contract oversight requirements to include coordinating correspondence from the vendors to the hospitals, changes in participation, changes in costs/fees, etc.
• Schedules conference calls/meetings, maintains meeting documentation, and compiles accurate and timely agenda/minutes. Coordinates meetings with work groups, task forces, teams, corporate staff, and hospital directors/staff. Develops agendas (with input from meeting chairperson) and schedules meeting room, webinar and/or technical support, as required. Follow-up on agenda items that have been tasked to members, as required. Support includes but is not limited to the following meetings: 25%
  • Supports meetings led by directorates. As required, assist with coordinating outside guest speakers compiling a budget, travel arrangements, meeting set up, refreshments/meals, notifications to attendees and other meeting details. Assists with establishing conference materials, handouts, etc. and consolidating presentations on the respective collaborative sites.
  • Supports scheduling travel including registration, hotels, and air travel, etc. Completes expense reports for staff members’ review/signature.
• Fluent in software programs utilized by the department and becomes a resource for its use, utilizes software to further streamline processes. Creates spreadsheets, presentations, manages databases; create reports and documents via software. 20%

Qualifications

Experience Required/Preferred:

• 5 years' Administrative Assistant experience in health setting required
• Excellent proofreading skills required
• Proficiency in MS Office Suite required
• Experience with expenses, budget reconciliation and related documentation required
• Experience with project management, data input/management/reporting tools, and budgets required

Education Required/Preferred:

• High School Diploma/GED required
• AS in Computer Science, AA Degree, or equivalent vocational or technical school training preferred

Knowledge, Skills & Abilities:

• Knowledge of administrative and clerical procedures and systems such as creating documents, presentations and spreadsheets , managing files and records, transcription, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes assessing customer needs, meeting quality standards for services, and evaluating customer satisfaction.
• Possesses technical knowledge of systems and the logical ability to use MS Office Suite and other appropriate software packages and technical collaboration tools [i.e., Adobe and Central Point collaborative software]. Experience in the use of internet.
• Knowledge of data compilation into reports; including charts and graphs.
• Ability to work independently in a team and collaborative environment. Strong communication skills, written communication, and interpersonal skills.
• Manages one's own time and demonstrates the ability to prioritize, problem solve and make decisions in a timely manner. Follows escalation processes. Assures the Shriners Children’s Medical Group Department is supported with all urgent needs met by the end of the day.
• Uses logic and reasoning for approaches to problems. Readily accepts new challenges, work assignments and establishes the most effective way to address new issues, actions, activities and challenges. Thinks quickly and responds rationally and politely to inquiries, work demands, new work and changes in direction including aggressive deadlines.
• Demonstrates the understanding of confidentiality concerning internal and external corporate customers and business partners
• Proactively seeks opportunities for acquiring additional knowledge and skills, including cross-training with other Shriners Children’s Medical Group Department staff.
• Monitors/Assesses performance of self to make improvements or take corrective action. Responds to requests quickly; Keeps directors/managers abreast of status of work activities and issues for resolution. Proactively seeks feedback to support professional development.