Title: Administrative Assistant
Location: Rochesterm, MN United States
Job Description:
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. You'll thrive in an environment that supports innovation, is committed to ending racism and supporting diversity, equity and inclusion, and provides the resources you need to succeed.
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
This role provides high-level administrative support with a focus on complex meeting coordination, web content management, and document preparation. Responsibilities include scheduling and managing high-priority meetings, preparing agendas, formatting, and proofreading documents, and maintaining content in WordPress and SharePoint. This position primarily supports Patient Safety and Culture of Safety initiatives and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Applies expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of 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.
Exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism are important components of the role. 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.
This role is hybrid, with 50% or more remote work. Candidates must reside within driving distance of the campus to provide onsite support as needed.
Visa sponsorship is not available for this position; Also, Mayo Clinic DOES NOT participate in the F-1 STEM OPT extension program
During the selection process, you may participate in an OnDemand (pre-recorded) interview that you can complete at your convenience. During the OnDemand interview, a question will appear on your screen, and you will have time to consider each question before responding. You will have the opportunity to re-record your answer to each question - Mayo Clinic will only see the final recording. The complete interview will be reviewed by a Mayo Clinic staff member, and you will be notified of next steps. We value your interest in the role and look forward to hearing back from you.
Qualifications
Position requires high school diploma or G. E. D. with a minimum of two years' experience in an administrative support role or one-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role, or an associate's degree in an administrative, business, or medical-related program. 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.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 as well as attention to detail and follow-through. Experience with coordination of travel and expense management. Proficient application of English grammar, punctuation, and sentence structure. Prefer work-related experience within the last ten years. None required.
Complex Meeting Scheduling & Calendar Management - Ability to efficiently manage high-priority meetings, ensuring seamless coordination, stakeholder involvement, and resolution of scheduling conflicts.
WordPress & SharePoint Development & Management - Experience with WordPress and SharePoint for maintaining, updating web content and permissions.
Document Support & Editing - Strong proofreading, formatting, and document management skills, including agenda creation and refining written materials for accuracy and clarity.
Preferred Qualifications:
WordPress & SharePoint Expertise - Strong ability to develop, update, and maintain SharePoint sites and WordPress pages, including managing site content, permissions, and document uploads.
Committee & Subcommittee Support- Skilled in agenda preparation, membership updates, and coordination of meeting logistics to support committee operations.
Deadline Management & Administrative Coordination - Ability to manage and meet assigned deadlines while tracking tasks, coordinating administrative details, and ensuring timely follow-ups to support department operations.
Travel & Expense Coordination - Experience arranging travel logistics, creating itineraries, and processing reimbursements in accordance with institutional policies.
Innovative Technology Change Advocate - Identifies and implements technology solutions to improve workflows and enhance efficiency. Supports digital transformation by learning, integrating, and guiding teams on new tools and technologies. Acts as a resource for colleagues, providing coaching and support to help them adapt effectively.
Collaborative & Flexible Team Player - Works collaboratively with colleagues, demonstrating flexibility and a willingness to assist teammates as needed. Willing to provide coverage and support team members during absences or high-priority deadlines.
Exemption Status
Nonexempt
Compensation Detail
$21.13 - $29.63/ hour; Education, experience and tenure may be considered along with internal equity when job offers are extended.
Benefits Eligible
Yes
Schedule
Full Time
Hours/Pay Period
80
Schedule Details
Monday - Friday 7:30am - 4:30pm
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.
Affirmative Action and Equal Opportunity Employer
As an Affirmative Action and Equal Opportunity Employer Mayo Clinic is committed to creating an inclusive environment that values the diversity of its employees and does not discriminate against any employee or candidate. Women, minorities, veterans, people from the LGBTQ communities and people with disabilities are strongly encouraged to apply to join our teams. Reasonable accommodations to access job openings or to apply for a job are available.
