Administrative Coordinator

7 hours ago


Chicago, Illinois, United States Rush Full time
Job Summary

The Administrative Assistant 2 provides advanced support in managing the operational activities of the Department. This role is responsible for coordinating department-specific programs or meetings, planning, preparation of materials, implementation, and evaluation.

Key Responsibilities
  • Meet the administrative needs of department management and staff members.
  • Coordinate department-specific programs or meetings as assigned.
  • Assist management with budgetary issues.
  • Compose business documents as assigned.
  • Design reports to support operations.
  • Independently create correspondence such as follow-up to meetings, response to employees, etc.
  • Plan employee and departmental special events.
  • Write, edit, and format content of departmental communication.
  • Provide instruction to departmental staff regarding computer applications.
  • Assure appropriate resources are available for staff to be successful in their role.
  • Maintain a calendar for staff availability and schedules.
  • Provide support for select quality and operational committees, including recording and distributing minutes.
  • Appropriately follow up on action between meetings.
  • Distribute reports, agendas, and other materials for programs.
  • Maintain attendance records and prepare reports as necessary for the program.
  • Investigate and resolve invoicing issues as it relates to vendors or fiscal activities and Accounting Units.
  • Create and maintain expense files for the Accounting Unit activities.
  • Prepare and maintain an electronic file to trend programmatic expenses and contribute to the budget process.
  • Identify and implement improvements in office efficiencies.
  • Initiate and/or reconcile check requests, purchase orders, travel vouchers as indicated for the department cost centers.
  • Independently make travel arrangements for management.
  • Prioritize incoming communication, requests for meetings, and escalate appropriate items to management's attention.
  • Maintain a working knowledge of Rush standard computer applications.
  • Coordinate manager and staff office space, such as telephone changes, movement of equipment, maintenance requests, etc., which support administrative operations.
Requirements
  • 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 Qualifications
  • Baccalaureate Degree.
Physical Demands
  • Ability to move throughout the Medical Center.
  • Ability to lift or carry objects 35-40 pounds.


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