Administrative Assistant II

As our Administrative Assistant, you'll be an invaluable part of our office team, supporting leadership and ensuring seamless daily operations with kindness and high-quality work.

Every day, you'll manage inquiries, greet visitors, contribute to stakeholder meetings (clinical staff to CEO), and utilize Google Suite to maintain seamless operations and confidentiality.

To be successful, you must possess exceptional organizational skills, a proactive approach to problem-solving, and a commitment to anticipating needs and providing timely, accurate support.

• Coordinates budget preparation and consolidation activities for the Leader/Director; monitors and maintains accurate account of budget and department sub-accounts; monitors invoices and expense reports; gathers information for budget variance reports and financial spreadsheets, and produces regular reports; codes and submits bills for payment; processes check and education requests; may reconcile invoices and enter charges.
• Addresses questions that are not easily resolved through the application of existing guidelines or past practices utilizing knowledge of strategic company objectives and the Leader/Director’s management style; determines steps necessary to effectively and expeditiously resolve issue(s) at hand; identifies and accesses sources of relevant data, gathers facts, researches corporate and/or internal materials such as policies, procedures, correspondence, plans, standards and other formal or informal guidelines to formulate a proper course of action.
• Researches and analyzes planned/proposed changes to procedures; gathers, compiles and interprets data; studies a situation or problem to determine appropriate resolution; summarizes data to clarify findings; identifies alternative courses of action; identifies operational impact on organizational unit; recommends course of action.
• May coordinate company/department conferences or special events; prepares budget and monitors expenses to ensure they are charged correctly; plans and arranges for catering; collaborates with Marketing to develop theme and advertising for event; reviews vendor proposals for goods and services; verifies invoices for vendor payment; promotes participation and organizes ticket sales.
• Keeps abreast of industry trends and competitive practices as they relate generally to the function, and more specifically to current priorities, activities and programs; provides information and guidance as requested to facilitate understanding of the department’s objectives and to engender cooperative attitudes.
• May produce and maintain contracts/agreements and monitor compliance with applicable terms and provisions.

Required

• Three years of related office or secretarial work experience
• None, upon hire

Virginia Mason Franciscan Health has a rich history of providing exceptional healthcare, dating back to 1891. Building upon a legacy of compassionate care and innovation, our organization has evolved over the years through strategic partnerships and integrations to expand our reach and services across the Puget Sound area.

Today, as Virginia Mason Franciscan Health, we remain deeply committed to healing the whole person – body, mind, and spirit – in the communities we serve. This commitment is strengthened by the diverse expertise and shared values brought together through our growth.

Our dedicated providers offer a full spectrum of health care services, from routine wellness to complex disease management, all grounded in rigorous research and education. Our comprehensive network of 10 hospitals and nearly 300 care sites strategically located across the greater Puget Sound region reflects our ongoing commitment to accessibility and comprehensive care.

We are proud of our pioneering medical advances and numerous awards and accreditations that reflect our dedication to excellence. When you join Virginia Mason Franciscan Health, you become part of a team that delivers top-quality, professional healthcare in modern, well-equipped facilities, and contributes to a legacy of service built on collaboration and shared purpose.