Administrative Admin

Trinity Health; Maywood (IL); On-site; USD 23,000 - 36,000; Full time

Job summary

Loyola Medicine, a member of Trinity Health, is seeking an Administrative Assistant to support the Department of Anesthesiology. This role requires highly organized, proactive individuals who manage schedules, coordinate meetings, and maintain smooth departmental operations in a fast-paced healthcare setting.

You will be the first point of contact, handle correspondence, prepare reports, and maintain confidential records while collaborating with faculty, residents, and clinical staff to ensure

Qualifications

• High School Diploma or equivalent required.
• 2-3 years of college education or equivalent administrative/technical background preferred.
• Experience in an administrative/secretarial role is highly desirable.

Responsibilities

• Office management: proficiency with Microsoft Office 365 and serving as first point of contact.
• Scheduling & calendar management: coordinate meetings, conferences, and events for faculty and staff.
• Communication & correspondence: handle calls, draft emails, memos, and meeting minutes.
• Document management: organize physical and digital records and prepare monthly expense reports.
• Customer/support: provide service to faculty, residents, staff, and vendors.
• Data entry & records: maintain faculty schedules and residency program data; track licensure and CE requirements.

Skills

Microsoft Office 365

Calendar management

Communication

Education

High School Diploma or equivalent

2-3 years college education or equivalent administrative/technical background

Job description

Employment Type: Full time Shift: Day Shift Description: Loyola Medicine, a member of Trinity Health, is a nationally ranked academic, quaternary care system based in Chicago's western suburbs. With its main campus at Loyola University Medical Center, Loyola Medicine is part of a comprehensive three-hospital system including Loyola University Medical Center, Gottlieb Memorial Hospital, and MacNeal Hospital. If you’re passionate about delivering exceptional care and making a difference in the lives of our communities, join the Loyola team as an Administrative Assistant and become Loyola Strong!

What you’ll do:

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support the Department of Anesthesiology. The ideal candidate will play a vital role in providing administrative support to faculty, residents, and clinical staff, managing schedules, coordinating meetings, and ensuring smooth departmental operations. This position requires exceptional multitasking abilities, excellent communication skills, and a strong work ethic in a fast-paced healthcare environment.

Office Management:

• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams, and SharePoint) required
• Serve as the first point of contact, greeting visitors and maintaining a professional environment
• Manage office supplies, equipment, and inventory
• Keep office space clean and organized

Scheduling & Calendar Management:

• Coordinate meetings, department conferences, and events for faculty, fellows, residents and staff
• Manage and update calendars for leadership, physicians, and residency programs
• Ensure timely reminders and preparation for scheduled events

Communication & Correspondence:

• Handle phone calls, messages, and inquiries professionally
• Draft, proofread, and distribute emails, memos, and meeting minutes
• Facilitate communication between faculty, clinical teams, and administration

Document Management:

• Organize and maintain physical and digital records
• Prepare monthly expense reports
• Ensure confidentiality and data security compliance

Customer/Client Support:

• Provide excellent service to faculty, residents, staff, and vendors
• Address inquiries, resolve issues, and direct individuals appropriately

Data Entry & Record Keeping:

• Maintain faculty schedules, create call schedule, and residency program data
• Track credentialing, licensure, and continuing education requirements
• Update daily staffing calendar (Qgenda) and generate daily schedule/reports

What you’ll need:

• High School Diploma or equivalent with training acquired through work experience or education
• 6-10 years of job-related experience in an administrative or secretarial role
• 2-3 years of college education or equivalent administrative/technical background, ideally in Business
• 10+ years of job-related experience is a plus

Compensation:

Pay Range: $17.30 - $26.81 per hour

Actual compensation will fall within the range but may vary based on factors such as experience, qualifications, education, location, licensure, certification requirements, and comparisons to colleagues in similar roles.

Benefits:

• Click or copy URL to your browser www.trinity-health.org/sites/default/files/my-benefits/Health-and-Wellbeing/Compliance/Illinois-Transparency-Law/Trinity-Health-Summary-of-Benefits-Illinois-Job-Req-Discloser-Law.pdf

Our Commitment Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law. Trinity Health is one of the largest not-for-profit, faith-based health care systems in the nation. Together, we’re 121,000 colleagues and nearly 36,500 physicians and clinicians caring for diverse communities across 27 states. Nationally recognized for care and experience, our system includes 101 hospitals, 126 continuing care locations, the second largest PACE program in the country, 136 urgent care locations, and many other health and well-being services. Based in Livonia, Michigan, in fiscal year 2023, we invested $1.5 billion in our communities through charity care and other community benefit programs. For more information, visit http://www.trinity-health.org. You can also follow Trinity Health on LinkedIn.