Job: Administrative Assistant II- Informatics Department

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Job Description

Administrative Assistant II- Informatics Department


Job-Administrative and Clerical
Daily Schedule-Day Shift
Scheduled Hours per 2-week Pay Period-80
Weekends Required -None

CHI Franciscan Health has exciting and rewarding careers with competitive salaries and benefits.  We are a family of hospitals, health care services, and medical providers delivering compassionate care to people throughout the South Puget Sound. We are part of Catholic Health Initiatives, one of the largest not-for-profit health care systems in the country.
Our mission is to deliver high quality care that meets our patients' medical needs while providing emotional and spiritual support to patients and their families. We believe this three-part approach - physical, emotional, and spiritual - is essential to healing the whole person. Come join our team!
Job Summary:

This is the senior-level of the Administrative Assistant job family, accountable for providing highly responsible administrative and secretarial services to relieve an FHS Leader/Director of day-to-day administrative detail so that he/she can concentrate on the significant aspects of his/her own position.  Work involves applying knowledge of the Leader/Director’s work objectives and viewpoints and representing the Leader/Director in actions taken within delegated scope of authority. 
While the nature of the work is essentially the same as performed by an Administrative Assistant I, the FHS Leader/Director supported is a Vice-President or a Regional Director with service line responsibility.  Incumbents are exposed to sensitive information involving not just a particular functional discipline, but the entire organization.  Assignments vary considerably as to volume of work, specific duties performed and overall scope of responsibility, depending on the delegation style of the Leader.  Although responsible for providing substantive assistance to a key manager, this position does not have independent executive authority.
An incumbent uses considerable knowledge of company organization, policies and practices to facilitate the exercise of independent judgment in making routine administrative decisions and in the approach to take to handle non-routine situations.  Incumbents are proficient in all aspects of the work, and may function in a "lead" role with regard to ongoing work or special project- or team-oriented assignments.  PC usage is frequent, and an incumbent must possess considerable knowledge and experience in the application/operation of software programs that go beyond menu-driven word processing.  Work may involve the development of moderately complex PC databases, spreadsheets, presentation or graphic materials. 
This job exists in multiple departments, and while there may be minor differences in job content, they are not significant for classification purposes.  Overall, the nature of the work and job requirements are consistent between departments
Essential Job Functions:
  • Coordinates budget preparation and consolidation activities for the Leader; 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.
  • 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 maintain effective tracking systems for internal activities and for utilizing metrics, indices and other assessment methodologies to quantify results achieved; may evaluate findings to validate the continued viability of current strategies/programs and to ensure responsiveness to company initiatives and competitive challenges.
  • Acts as liaison as relates to report design and specifications; coordinates and follows through with service requests and may work with IT on the development and creation of host reports and enhancements to ensure reporting and information requirements are met.
  • May exercise limited supervision with respect to lower-level administrative support staff; participates in the decision-making processes relating to various personnel actions; may plan work flow and determine work schedules/training needs; may review work in progress and upon completion to ensure it is conducted according to internal guidelines, standards and procedures; may provided performance feedback. 
  • Performs related duties as required.

Education/Work Experience Requirements

  • Three years of related office or secretarial work experience.


  • None.


We’re an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.  

Requisition Title

CHI-Franciscan System Services