ellismedicinecareers is hiring an Administrative Assistant

Ellis Medicine is hiring an Administrative Assistant to provide essential administrative support that ensures the smooth and efficient operation of the Ellis Medical Group (EMG). In this role, you will coordinate activities and communications across the EMG organization while directly supporting the Medical Director for Emergency Services, Medical Director of Acute Medical Services, and Chief Physician Executive.

What You'll Do

• Provide comprehensive administrative support to ensure the smooth operation of the Ellis Medical Group.
• Support the Medical Director for Emergency Services, Medical Director of Acute Medical Services, and Chief Physician Executive.
• Coordinate EMG operational activities and generate communications for the entire organization.
• Prepare and finalize correspondence, reports, agreements, and memoranda.
• Compose routine correspondence independently.
• Arrange all EMG-scheduled meetings, including participant notification, room reservations, and agenda preparation.
• Serve as recording secretary for various EMG meetings, maintaining complete discretion and confidentiality.
• Assist in maintaining calendars, appointments, and meetings for department leaders.
• Handle professional in-person, phone, and email communications with internal and external contacts.
• Manage mail distribution and verify outgoing mail is directed appropriately.
• Organize and maintain files for rapid information access.
• Prepare check requests for timely vendor invoice payment.
• Accurately record, transcribe, and distribute meeting minutes in a timely manner.
• Maintain office inventory and manage the supply budget.
• Manage and prioritize workload with a focus on deliverables and timelines.
• Communicate with the Director for assistance with prioritization when duties are impacted.
• Participate in departmental and hospital continuous improvement processes.
• Work independently and collaboratively to meet deadlines.
• Adhere to hospital policies related to Mandatory Education and Annual Health Assessment.
• Adhere to patient privacy policies and maintain confidentiality.

What We're Looking For

• A High School Diploma.
• 5 years of related professional experience.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and database management (preferably Raiser’s Edge).
• Excellent verbal and written communication skills, problem-solving abilities, and a high level of organization.
• Knowledge of fundraising principles and non-profit organizations.
• A valid driver’s license.

Nice to Have

• An Associate’s Degree.

Technical Stack

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Database management, preferably Raiser’s Edge

Team & Environment

You will support the Medical Director for Emergency Services, Medical Director of Acute Medical Services, and Chief Physician Executive, coordinating activities across the EMG organization.

Benefits & Compensation

• Hourly pay range: $17.46 - $25.32.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex/gender, age, national origin, disability, genetic information, predisposition or carrier status, military or veteran status, prior arrest, or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, or domestic violence victim status.