Sr. Administrative Assistant - Shriners Children's

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.

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 Shriners Children’s Medical Group 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.

• 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.
• 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 Shriners Children’s Medical Group leaders, 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.
• 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:
• 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, manage databases; create reports and documents via software.

Minimum:

• 5+ years healthcare administrative assistant experience

Preferred:

• Associates Degree