Rush University Medical Center Administrative Assistant 3 in Chicago, Illinois

Job Description:

Are you an organized, proficient Administrative Professional with excellent written communication skills and interested in a new opportunity?

Position/Company Highlights:

  • Work/Life: Typical hours: 1st shift, no weekends or on call!

  • Award Winning:Rush University Medical Center is a three time Magnet facility located in Chicago, IL -

  • Market Leadership:Considered one of the top nationally ranked hospitals in Illinois

If this describes you, you may be the right candidate for the* Administrative Assistant III position*at Rush Health!

Position Highlights:

  • The Administrative Assistant III plays a key role in the success of Rush Health, an organization whose members include Rush University Medical Center, Rush Oak Park Hospital, Rush Copley Medical Center, Riverside Medical Center and approximately 700 physicians who are on the medical staff of its hospital members.

  • The Administrative Assistant III must be able to work independently on multiple tasks, maintaining the highest level of efficiency, professionalism and confidentiality.

  • This person will provide administrative support to the senior staff under the direction of the Manager, Administrative Support.

  • Compose minutes compiled from pertinent discussion for assigned Board and Committee Meetings.

  • This includes scheduling/calendar management, staffing Rush Health and Rush System for Health Board and governance meetings, and all aspects of day-to-day administrative needs.

  • Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Position Responsibilities:

  • Reserve meeting rooms and send notices to Board and Committee members. Arrange food, audio/visual, etc. for each meeting.

  • Work with committee management liaisons to draft and finalize agendas. Send agendas and call for materials to committee liaisons. Collect meeting materials and copy meeting books.

  • Post meeting materials on-line and maintain the online materials. Attend meetings to ensure set up, provide materials, take minutes and clean up after meeting. Maintain central corporate records of meetings.

  • Update all e-mail distribution lists and website when Board and Committee members change.

  • Write minutes for assigned Board and Committee Meetings. Use proper typesetting, spelling and grammar and proofread. Must provide draft to management liaison within the required timeframe.

  • Must be able to follow meeting highlights and key points and possess basic business writing skills. Set up training and QA process for all minute writers.

  • Schedule standing and ad hoc meetings within Rush Health and with other departments / organizations.

  • Work closely with the meeting organizer to find times that meets the needs of the project and/or team. Send invitations and monitor responses, alerting the meeting organizer of any problems with attendance.

  • Reserve meeting rooms and make food and other arrangements as necessary. Set up AV, teleconference and videoconference if needed.

  • Schedule meeting space. Arrange food, audiovisual, etc. Send notices and process registrations. Prepare materials, packets. Send electronic surveys (Survey Monkey) and compile results.

  • Use Excel and/or Access to prepare reports or analyses as assigned. Develop and edit PowerPoint presentations. Support Web team with assignment, such as: prepare reports summarizing website utilization, manage advertising program, and manage access requests.

  • Support the Finance Department Account Payable/Receivable functions including being trained on financial software to process, record, and reconcile Accounts Payable/Receivable and Invoicing.

  • Organize large scale mailings and distributions, including preparing materials, conducting mail merge as needed and finalizing mailing. Set up and manage E-mail blasts. Maintain distribution lists.

  • Copy, scan and fax documents as needed. Copy, bind, and distribute meeting packets and other materials or mailings. Maintain Copiers – add toner, fix jams, keep filled with paper, call for service as needed, order supplies, monitor usage and keep area clean. File hardcopy and electronic documents (web access forms, vacation request forms, etc.). Send and retrieve materials for offsite storage. Maintain archive of all Board and committee minutes and materials. Create files for contracts and department specific personnel files.

  • Purchasing and Expense Management. Prepare and process purchase orders and check requests. Review standing purchase orders to ensure price is consistent with contract. Oversee ordering and stocking of department office supplies. Order business cards, batteries, and other specialized supplies.

  • Make travel arrangements for staff as needed.

  • Use online tools to assist in posting positions and pulling down candidates for positions. Schedule interviews with candidates and send follow up letters. Set up desks, computers and supplies for new staff. Assist in orientation of new staff.

  • Order business cards and other specialized office products.

  • Answer central phone line and redirect calls as needed.

  • Oversee daily mail run. Facility maintenance and work orders, Telephone and data line orders. Monitor all office equipment to ensure it is functioning properly. Ensure laptops and projectors are turned off and locked down in each of the conference rooms and report any problems to technical team. Update and maintain Rush Health orientation packet.

  • Assists the Directors in updating policy dates and policy form modifications.

  • Prepares a default policy packet for all new hires.

  • Updates policy posting on website.

  • Other duties as assigned.

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Position Qualifications Include:

  • High School diploma required. Associates or Bachelor’s degree in business is preferred.

  • Minimum of 5 years’ experience in an administrative support role.

  • Must have a strong grasp of computer skills and be proficient in the use of general computer applications such as Microsoft Word, Excel, and PowerPoint.

  • Excellent oral and written communication skills required.

  • Previous executive minute-writing experience preferred.

  • Experience in healthcare, financial is preferred.

  • Must be customer-focused and interact effectively and efficiently with a variety of staff and contacts: Rush Health staff, physicians, practice managers, programmers, vendors and other departments.

  • Must have good organizational skills, able to manage several projects at once.

  • Strong interpersonal skills with the ability to work with a wide variety of areas.

  • Demonstrate a high degree of professionalism in handling sensitive or private information.

  • Comply with HIPAA and other regulations in the use of data and materials.

  • PLEASE NOTE: This position requires frequent off site travel. Qualified Candidates must possess own reliable transportation to travel to all Rush Health locations and members hospitals. This position will be based out of the Westgate Building, location.

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Company Highlights*:*

  • Rush's new14-story hospital is the cornerstone of the Rush Transformation, an ongoing effort to build new facilities, renovate existing buildings and adopt new technology.

  • Rush University Medical Center is a four time Magnet facility located in Chicago, IL

  • Leading academic medical center, acute care hospital w/ 676 licensed beds.

*Rush University Medical Center is an Equal Opportunity Employer that welcomes and encourages all applicants to apply regardless of age, race, sex, religion, color, national origin, disability, veteran status, sexual orientation, gender identity and/or expression, marital or parental status, ancestry, citizenship status, pregnancy or other reason prohibited by law. *

*#LI-SK1 *

Job Title: Administrative Assistant 3

Shift: 1st

Full/Part: Active Regular FT (72 to 80 hours per pay period)

Job Number: 2016-2548