Administrative Assistant 1

2 weeks ago

Chicago, United States Rush Full time
Location: Chicago, IL

Hospital: RUSH University Medical Center

Department: Corp Real Estate Services

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (9:00:00 AM - 5:00:00 PM)

Summary:
The Administrative Assistant 1 provides support in managing the operation activities of the Department. Prioritize a variety of projects across multiple cost centers in a constantly changing environment. Coordinates office management routines, handles designated administrative matters and record keeping systems, and provides administrative support services. The Administrative Assistant 1 exemplifies the Rush Mission, Vision and Values and acts in accordance with Rush policies and procedures.

Other information:
Required Job Qualifications:
• High School Diploma or equivalent.
• Knowledge of Excel and/or other spread sheet programs.
• Proficient in other software packages - access, email, power-point and basic graphics.
• Analytical ability.
• Proven ability to work in complex administrative systems.
• Excellent communication skills.
• Interact effectively with internal and external customers.
• The ability to check documents for errors.

Physical Demands:
• Work requires the ability to walk throughout the Medical Center.
• Work requires lifting or carrying objects 35-40 lbs.

Responsibilities:
1. Receives, sorts, and distributes incoming and outgoing mail.
2. Types and distributes memos, minutes, manuscripts and complex reports.
3. Maintains Department documents.
4. Photocopy documents as requested.
5. Demonstrates competency in use of office equipment, hardware and software.
6. Assists in maintenance and use of office equipment.
7. Creates and maintains personnel files and database.
8. Takes and triage phone messages.
9. Arranges and coordinates appointments, conferences and meetings.
10. Maintains calendar.
11. Records meeting minutes and distributes as appropriate.
12. Assists in ordering and maintenance of supplies and services.
13. Coordinates support services for department office, e.g., housekeeping, maintenance, purchasing and ordering supplies as needed.
14. Prepares and reviews requisitions, vouchers and forms; prepares clerical records and reports; keeps clerical records and prepares reports relating to operations.
15. Contributes to teamwork in a positive, customer-focused manner.
16. Demonstrates flexibility in accepting assignments.
17. Demonstrates initiative.
18. Ensures confidentiality.
19. Prioritizes work assignments.
20. Composes business correspondence as assigned.
21. Assist in planning and arranging special department functions.
22. Involved in committees/projects as assigned.
23. Handles routine departmental correspondence and additional correspondence.
24. Assumes responsibility for the administrative operations.
25. Maintains office supplies at adequate levels, independently making changes as necessary.
26. Assumes responsibility for the proper functioning and maintenance of central departmental hardware (computers, copier, fax machine, scanner).
27. Supervises the work activities of the assistant personnel as assigned.
28. Independently contacts and follow-up with in-house departments (i.e. telecommunications, engineering, housekeeping, etc.) regarding services issues as needed.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

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