Administrative Assistant II

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.

This position will support Director's team. Office location will be located in our Franciscan Education Services Center (FECS) in Tacoma, WA.

This is a senior-level position that is accountable for providing highly responsible and professional administrative support at the senior executive level with minimal direction and supervision.  Duties include taking a proactive stance within delegated scope of authority, in applying knowledge of executive’s objectives, viewpoints and vision to enable a consistently high level of productivity and customer service.

• Provides complex administrative support to executive level team with minimal direction including but not limited to document preparation, develop/edit presentations and spreadsheets, complex multi-calendar management, screen and route telephone calls.

• Addresses questions that are not easily resolved through the application of existing guidelines or past practices utilizing knowledge of strategic company objectives and the executive team’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.

• May research and analyze planned/proposed changes to procedures; gather, compile and interpret data; study a situation or problem to determine appropriate resolution; summarize data to clarify findings; identify alternative courses of action; identify operational impact on organizational unit; recommend course of action.

• Coordinates and schedules calendars; prioritize meetings and appointments within the scope of authority; including daily confirmations as required.  May included coordinating meetings for external customer or candidates involving itinerary scheduling, confirmations, tracking and documentation preparation.

• Composes, reviews, and/or transcribes documents, letters and memos. May maintain contracts or agreements.

• Develops, completes, updates and tracks forms, spreadsheets, databases, policy and procedures within the scope of authority.

• Communicates with Administrative Staff and supervisor on updates and project status. Mentor and assist with training for other administrative staff.

• May team to coordinate company/department conferences or special events; prepare budget and monitor expenses to ensure they are charged correctly; plans and arranges

            for catering; collaborates with all departments as required. Coordinate and follow    through on special projects for other departments.

Performs related duties as required.

QUALIFICATIONS

• Advanced training in administrative procedures with healthcare focus and management development training preferred.
• Five (5) plus years of related administrative support experience.
• Proficiency in Outlook email and calendar management, MS Office 2000, or above, with emphasis on professional PowerPoint presentation development.
• Experience with basic medical terminology preferred.