Senior Administrative Coordinator

2 weeks ago

Chicago, Illinois, United States Cook County, IL Full time

DEPARTMENT:
Nephrology

LOCATION:
Cook County Health System

SHIFT:
Day Shift

Position Overview:
The Senior Administrative Coordinator plays a crucial role in providing comprehensive administrative support to the Nephrology department. This position requires a high level of confidentiality and involves managing sensitive information related to departmental initiatives, budgetary documents, and labor matters. The ideal candidate will be exceptionally organized and proactive in their approach to work.

Key Responsibilities:
  • Manage the daily calendar, coordinating meetings, preparing necessary documents ahead of time, and documenting meeting minutes.
  • Ensure that team members adhere to deadlines for assigned tasks.
  • Screen incoming calls and visitors, assessing urgency and resolving issues as they arise.
  • Draft correspondence, prepare reports, and create presentations as required. Maintain accurate records of meeting minutes and distribute them accordingly.
  • Utilize and develop spreadsheets, PowerPoint presentations, and manage scheduling through Outlook.
  • Process hiring requests, ensuring completeness and accuracy of documentation, and maintain a database for tracking purposes.
  • Continuously improve file organization and streamline office processes, establishing an efficient electronic filing system.
  • Maintain up-to-date contact information for department staff and affiliates.
  • Foster positive relationships with all staff members across the organization.
  • Handle reimbursements, process payments, order supplies, and manage work orders.
  • Coordinate office maintenance requests, equipment repairs, and troubleshoot various issues as they arise.
  • Track time off for department staff and maintain accurate records.
  • Exhibit a positive and proactive work attitude, maintaining professionalism in all forms of communication.
  • Perform additional duties as required.
Minimum Qualifications:
  • High School Diploma or GED.
  • Three (3) years of experience providing administrative support to management or multiple departments.
  • Two (2) years of experience in scheduling events and coordinating training activities.
  • Experience in gathering and managing departmental information and reports.
  • Proficiency in managing email and written communication.
  • Intermediate skills in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.
Knowledge, Skills, Abilities, and Other Characteristics:
  • Strong proficiency in Microsoft Office applications.
  • Thorough understanding of office practices and procedures.
  • Excellent communication skills, both verbal and written, with the ability to interact with diverse populations.
  • Strong organizational and project management capabilities.
  • Exceptional customer service skills.
  • Demonstrated analytical and problem-solving abilities.
  • Attention to detail and accuracy in all tasks.
  • Ability to work independently and collaboratively within a team.
Benefits Package:
  • Comprehensive Medical, Dental, and Vision Coverage.
  • Basic Term Life Insurance.
  • Pension Plan.
  • Deferred Compensation Program.
  • Paid Holidays, Vacation, and Sick Time.
  • Eligibility for the Public Service Loan Forgiveness Program (PSLF).
Veteran Preference:
Preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States. To qualify, Veterans must meet the minimum qualifications for the position and provide appropriate documentation at the time of application.

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