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Administrative Assistant

Colleague Resources
Springfield, IL
Tracking Code 2024-21242

Position Summary

Day Shift

Provides communications support services by working in partnership with HR leadership to effectively carry out daily operations and perform departmental support duties. Performs diversified, administrative secretarial functions. 

Highlights & Benefits

  • Paid Time Off (PTO)
  • Memorial Childcare
  • Mental Health Services
  • Growth Opportunities
  • Continuing Education
  • Local and National Discounts
  • Pet Insurance
  • Medical, Dental, Vision
  • Flexible Spending Account
  • 401(k)
  • Life Insurance and Voluntary Benefits
  • Employee Assistance Program and Colleague Wellness
  • Adoption Assistance

Required Skills

  1. Provides administrative support for HR leadership by maintaining calendar, coordinating meetings, managing mail, initiating, and responding to routine correspondence.
  1. Serves as administrative contact for Human Resources department. Monitors, responds to, and appropriately triages incoming emails to department inboxes. Answers telephone provides answers to routine questions, such as condition reports. Obtains information when needed and directs calls to the appropriate individual or department. Greets visitors and ascertains nature of business and directs to appropriate individual. Responds to customer inquiries and provides exceptional customer service.


  1. Conducts tasks related to efficient and effective functioning of the Human Resources department. Processing employee time off by compiling requests, updating leader calendars, and reviewing timecards on a bi-weekly basis. Ensures employee recording of time is accurate and complete and notifies leadership team when ready for approval. Responsible for maintaining employee files, assisting with onboarding checklist for new employees, processing of employee reimbursements, scheduling and submitting of annual performance reviews, and preparing items such as contracts and documents for leadership signatures.
  1. Processes orders and payments of items within the department. Maintains records of purchases and budgeted amounts; and updating budget spreadsheet on a weekly basis with purchases. Conducts monthly review of P-card transactions to submit for approval. Processes mileage reports and prepares travel arrangements and documentation for leadership approval.
  1. Assists in the care and maintenance of division equipment, supplies, and facilities. Maintains inventory of supplies, submits needs to Information Services, Engineering, Environmental Services, etc.
  1. Provides thorough proofreading support for written communications in accordance with AP Style and MH style guide through established departmental processes.
  1. Gathers and submits community benefit reporting for department.
  1. Manages sensitive, confidential information concerning personnel, financial, strategic, and business information contained in minutes, letters, and other documents, as well as through meetings, discussions and interventions. Maintains strict confidentiality concerning all correspondence and job-related activities. Develops and maintains productive relationships with colleagues to aid in MH goal and objective accomplishment.
  1. Supports the overall mission and strategic direction of Memorial Health. Grow and strengthen personal and professional commitment to the standards of excellence in the Human Resources department.
  1. Performs other related work as required or requested.


The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job.  Incumbents may be requested to perform tasks other than those specifically presented in this description.

Required Experience


High school graduate


  • Three years of secretarial experience required.
  • Minimum of one year of experience working in medical, communications or marketing profession preferred

Other Knowledge/Skills/Abilities:

  • Demonstrated assessment, consultation, and excellent human relation skills to work with a broad range of people in diverse settings, both internal and external to MHS.
  • Demonstrated outstanding verbal and written communication skills.
  • Demonstrates initiative and self-directed, motivation.
  • Proven decision-making and problem-solving skills.
  • Detail oriented and deadline driven.
  • Excellent language, grammar, and composition skills required.
  • Excellent interpersonal relations skills required.
  • Excellent organizational skills.
  • Proficient knowledge of word processing/computer skills required i.e, Microsoft Office Suite, including Word, Excel and Power Point. Video conference acumen preferred.
  • Light physical effort.
Springfield, IL

Colleen Corcoran


All Fields Required