Administrative Assistant III

Unitypoint Health West Des Moines , IA 50398

Posted 2 months ago

Overview

Provide administrative and direct support to one or more Executive Lead, ACO,and Medical Directors to enhance efficiency of business objectives of UnityPoint Health. Assumes responsibilities for meeting organization, and maintaining an efficient and practical calendar. Uses business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc. Receives screens and directs incoming calls, visitors, mail and email. Maintains files, records and calendars. May arrange business travel, coordinate meeting arrangements, and/or track expenses. Designs support infrastructures for use of sharepoints. Advanced skills in Microsoft office including Viseo.

Responsibilities

Administrative Support

  • Reviews, analyzes, prioritizes and responds to incoming correspondence. Transcribes dictation, maintains files, and composes correspondence. Proofreads typed materials and makes corrections as needed. Acts as liaison to other team members and leaders.

  • Receives and responds to telephone calls, obtaining detailed information for call that need attention of other personnel and refers appropriately if necessary. Ensures conflict resolution with difficult callers via telephone and in-person by demonstrating proactive thinking and attentive listening skills. Maintains pleasant and cooperative disposition at all times.

  • Maintains accurate calendar, prioritizing meetings compliant with needs and importance of meeting purpose, assuring all corresponding documents are pulled together. Allows for flexibility in the event issues require immediate attention and reschedules as needed. Creates and maintains standing meetings appropriately on calendar. Records minutes when necessary. Communicates changes and upcoming events via email, voicemail and written message. May attend and assist Executive Leads and Medicald Directors at meetings/presentations as requested

Operations Management & Projects

  • Assists in developing requested presentation materials.

  • Designs sharepoint infrastructures for support to the Team and the network

  • Advanced MS office skills

  • Prepares and organizes information, materials for meetings. Appropriately schedules meeting locations on and off site, selects catering needs, and arranges for audiovisual aids. Prepares notification, agendas and other reports as requested. Coordinates conference calls as needed.

  • Coordinates travel arrangements including car rentals, conference registrations, finalizing flight itineraries, and other special needs as requested. Prepares itinerary and distributes airline tickets to all parties. Completes travel expense report and maintains file for travel records.

  • Prepares and follows up on purchase orders, change orders, check requests and reimbursements.

  • Monitors and maintains records of expenses for variance reporting. May assist with budget preparation.

Qualifications

Education:

  • High School diploma

  • Associates or above preferred

Experience:

  • 4 years' administrative experience

Skills:

  • Advanced skills in Microsoft Excel, Word, PowerPoint and databases.

  • Excellent communication skills both verbal and written.

  • Excellent planning and organizational skills.

  • Must be able to manage priorities and deadlines.

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Administrative Assistant III

Unitypoint Health