Madonna Rehabilitation Hospitals hiring ITS Administrative Support - 30 hrs/wk, Monday - Friday in Lincoln, NE | LinkedIn (2024)

Job Title: ITS Administrative Support

Job Code: 880212

Immediate Supervisor: Chief Information Officer

Status: Hourly

Essential Functions(INFORMATION)

• Conducts department invoice reconciliation to budget.
• Independently classify, compute and monitor expenses incurred by the department/system and inspect monthly expense summaries to insure accuracy, clarifying discrepancies as indicated. Maintain files related to departmental expenses and contribute to budgetary processes as needed.
• Compile administrative files, data and other records necessary for special project work being carried out within the department/system, maintaining such files in an up-to-date, accurate, easily retrievable manner.
• Design and maintain the system for office management, including maintaining up-to-date written policies, procedures, and department guidelines to ensure consistent performance of tasks and cross training of co-workers.
• Order and maintain adequate office supplies in immediate department offices.
• Maintain order tracking, purchases, and installations through completion of service.
• Compose, edit, produce and/or distribute correspondence, letters, memos, forms and/or reports accurately and in a timely manner independently without supervisor's input or direction.
• Create visually appealing and accurate documents for presentations and special reports as assigned.
• Coordinate meetings with internal and external resources by arranging meeting time and place, and preparing agendas/notices in a complete and timely manner.
• Attend meetings and record proceedings, transcribing and distributing in a comprehensive, accurate, concise, and timely manner.
• Open, sort and direct all incoming mail accurately, maintaining appropriate levels of confidentiality to ensure accurate/efficient information flow.
• Arrange for CIS staff attendance at external workshops, conferences, and business trips by submitting registration, making travel and lodging reservations, and handling payment/confirmation.
• Coordinate, collect, compile and analyze information needed for assigned special projects independently following established guidelines and time frames to achieve successful project completion.
• Compile and distribute billings/revenue for department/ system following established guidelines to ensure services are properly expensed or revenues properly accounted for and acknowledged.
• Develop meaningful management reports for ITS and Telecommunications Departments.
• Manage trouble reporting and repair completion for all work that needs to be conducted. (PEOPLE)
• Receive and greet all customers in person or by phone in a timely, friendly, helpful manner. Take messages, give directions, schedule appointments and/or locate appropriate personnel to increase customer satisfaction.
• Handle resolution of customer concerns independently or refer to appropriate individuals as situation warrants to achieve timely resolution of customer concern.
• Assists others within the department and facility with support and operational tasks as needed or assigned.
• Interact and communicate with co-workers, customers and other individuals in a respectful, friendly and compassionate manner in accordance with Madonna's mission and values.
• Arrange and schedule various appointments and meetings for the department/system personnel to ensure efficient and timely communications and operations.
• Assist in the orientation and training of new staff to provide support and knowledge of department, system and organizational processes.
• Follow instructions from supervisor to perform other functions as assigned in order to achieve facility goals.
• Assist facility personnel by answering questions regarding software features and operation of technical equipment.

QualificationsHigh school education with two years post-high school education in business school or college required. Will consider additional work experience in lieu of formal post-high school education. Two yearsâ?? experience in related area. Will consider additional education in lieu of experience. Must be very detail oriented. Must be able to take accurate and concise meeting minutes. Must be proficient in use of personal computer and in the use of Microsoft Office software. Able to operate standard office machines. Possess excellent grammar and spelling skills and understanding of the English language. Excellent organizational skills are required along with the ability to do problem solving.