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Administrative Assistant III CMC

2 months ago

Oak Lawn, United States Advocate Health Full time

Major Responsibilities:

  • Preparation and dissemination of correspondence
    • 1) Composes, edits and types letters, memos, reports, and other types of correspondence assuring accuracy and confidentiality.
    • 2) Prepares presentations, handouts, signage, invitations, etc. utilizing various software packages
    • 3) Takes accurate minutes for executive leadership meetings (Governing Council, Senior Management, and Leadership Council).
  • Represents system in communication with associates, customers, and outside callers.
    • 1) Works directly with senior management in assuring accurate communication and scheduling.
    • 2) Greets and directs visitors
    • 3) Responds to associate/patient complaints, resolves problems, screens and redirects calls from associates, patients, vendors
    • 4) Follows up on complaint and complimentary letters and phone calls, making sure appropriate parties follow through; prepares recognition letters and SPIRIT awards for associates
  • Performance of diversified administrative and secretarial work in support of department.
    • 1) Coordinates work or provides direction and/or guidance to others.
    • 2) Responds to correspondence not requiring chief executive's attention.
    • 3) Monitors budget for department.
    • 4) Initiates follow up for calls, correspondence, etc., received by department
    • 5) Answers phones for others within department and follows up on requests if able.
    • 6) Covers for other secretaries in department in their absence.
    • 7) Office coordinator for new administrative staff arranging for phones, files, keys, I.S. setup.
  • Coordinates schedule of supervisor and others
    • 1) Sets up meetings and maintains meeting schedule for chief executive and others within department.
    • 2) Arranges catering, AV requests, handouts, agendas, minutes, etc., for meetings.
    • 3) Makes travel arrangements, including hotel reservations, airline reservations, ground transportation, seminar registration, etc., and prepares expense reports for reimbursement.*
  • Supervises minor department expenses
    • 1) Maintains and orders supplies.
    • 2) Prepares expense reports, check requests, petty cash reimbursement, invoice payment, and time cards for department.
  • Maintenance of department files.
    • 1) Maintains records and files within the department including certification records of regulatory agencies
    • 2) Creates and sets up filing systems for department/unit
    • 3) Maintains policy manuals for the Administrative office

Education/Experience Required:

  • Associate's degree preferred or equivalent; a minimum of five or more years of administrative secretarial experience preferably with senior leadership support experience.

Physical Requirements and Working Conditions:

  • Demonstrates exceptional customer and interpersonal service skills. Ability to work in changing environment. Ability to prioritize independently and respond to multiple simultaneous requests. Ability to work under stressful conditions and in difficult situations. Is willing to accept additional responsibility with a pleasant demeanor. Works as a team player. May be required to travel within the Advocate Health Care system.


This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.