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Administrative Specialist

4 months ago

Chicago, United States Rush University Full time

Job Description Location: Chicago, IL Hospital: RUSH University Medical Center Department: Neurological Sciences MSP Work Type: Full Time (Total FTE between 0.9 and 1.0) Shift: Shift 1 Work Schedule: 8 Hr (7:30:00 AM - 4:00:00 PM) Summary: The Administrative Specialist provides advanced support in managing the operational activities of the department. In addition, the is responsible for patient-facing work that focuses on scheduling and performing video recordings of the department’s patients. The individual who holds this position exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures. Other information: Required Job Qualifications: • High school diploma/GED required. • Three years of progressive experience in an administrative role, preferably healthcare. • Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint. • Excellent written and verbal communication skills. • Ability to analyze data. • Ability to prioritize multiple initiatives. • Ability to produce accurate documents and reports. • Ability to work in complex administrative systems. • Ability to interact effectively with internal and external customers. Preferred Experience • Bachelor’s degree preferred. • Prior experience performing video recordings and editing videos. Responsibilities: • Schedules and performs video recordings of the department’s patients. • Works closely with clinical and research team members; may include consenting and educating patients about clinical trials. • Downloads patient video files into a database and provides editing as needed for academic and educational use. • Supports faculty members in an administrative capacity including scheduling, coordinating department-specific program or meeting as assigned, and planning and preparation of materials. • Independently creates correspondence such as follow-up to meetings, etc. • Distributes reports, agendas, and other materials for meetings. • Provides instruction to departmental staff regarding computer applications. • Assures appropriate resources are available for staff to be successful in their role. • Maintains a calendar for staff availability and schedules. • Distributes reports, agendas and other materials for programs. • Maintains attendance records and prepares reports as necessary for the program. • Investigates and resolves invoicing issues as it relates to vendors or fiscal activities and Accounting Units • Prepares and maintains an electronic file to trend programmatic expenses and contribute to the budget process. • Identifies and implements improvements in office efficiencies • Initiates and/or reconciles check requests, purchase orders, travel vouchers as indicated for the department cost centers. • Independently makes travel arrangements for the management. • Prioritizes incoming communication, requests for meeting and escalates appropriate items to management’s attention. • Maintains a working knowledge of Rush standard computer applications. • Other duties as assigned. 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. Position Administrative Specialist - Neurosciences Location US:IL:Chicago Req ID 7848