Administrative Assistant 2

2 weeks ago

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

Hospital: RUSH University Medical Center

Department: CVT Surgery Vascular - Office

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

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 4:30:00 AM)

Summary:
The Administrative Assistant 2 provides advanced support in managing the operational activities of the Department. The Administrative Assistant uses a pattern of orderly, efficient communication and a high degree of initiative and independent judgment to relieve management of administrative detail. The Administrative Assistant accepts appropriate responsibility and prioritizes multiple assignments and projects in a complex and constantly changing environment. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Responsibilities:
1. Meets the administrative needs of department management and staff members.
2. Coordinates department specific programs or meetings as assigned: planning, preparation of materials, implementation and evaluation.
3. Assists management with budgetary issues.
4. Composes business documents as assigned.
5. Designs reports to support operations.
6. Independently creates correspondence such as follow up to meetings, response to employees etc.
7. Plans employee and departmental special events.
8. Writes, edits and formats content of departmental communication.
9. Provides instruction to departmental staff regarding computer applications.
10. Assures appropriate resources are available for staff to be successful in their role.
11. Maintains a calendar for staff availability and schedules.
12. Provides support for select quality and operational committees including recording and distributing minutes.
13. Appropriately follow-ups on action between meetings.
14. Distributes reports, agendas and other materials for programs.
15. Maintains attendance records and prepares reports as necessary for the program.
16. Investigates and resolves invoicing issues as it relates to vendors or fiscal activities and Accounting Units.
17. Creates and maintains expense files for the Accounting Unit activities.
18. Prepares and maintains an electronic file to trend programmatic expenses and contribute to the budget process.
19. Identifies and implements improvements in office efficiencies
20. Initiates and/or reconciles check requests, purchase orders, travel vouchers as indicated for the department cost centers.
21. Independently makes travel arrangements for the management.
22. Prioritizes incoming communication, requests for meeting and escalates appropriate items to management's attention.
23. Maintains a working knowledge of Rush standard computer applications.
24. Coordinates manager and staff office space, such as telephone changes, movement of equipment, maintenance requests, etc. which support administrative operations.

Other information:
Required Job Qualifications:
• High School Diploma.
• Three years of progressive experience in an administrative role, preferably in Healthcare.
• Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software.
• Excellent communication written and oral 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 Job Qualifications:
• Baccalaureate Degree.

Physical Demands:
• Ability to move throughout the Medical Center.
• Ability to lifting or carrying objects 35-40 pounds.

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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