Administrative Assistant

NorthShore University HealthSystem; Arlington Heights (IL); On-site; USD 30,307 - 45,460; Part time

Benefits offered by this job

Annual Incentive Plan

Premium pay for shift/on-call/holidays

Incentive pay for select positions

Career growth opportunities

Medical/Dental/Vision options

Tuition Reimbursement

Free Parking

Wellness Program Savings Plan

Health Savings Account Options

Retirement Options with Company Match

Paid Time Off and Holiday Pay

Community Involvement Opportunities

Job summary

NorthShore University HealthSystem in Arlington Heights is seeking an Administrative Assistant II to provide advanced administrative support to the hospital leadership team and help ensure efficient operations in a fast-paced healthcare environment.

This part-time position requires discretion and professionalism, with responsibilities ranging from calendar management to document preparation and data handling, backed by a solid administrative background.

Qualifications

• Associates Degree required.
• Bachelors Degree preferred.
• 3 Years Administrative experience, preferably in a healthcare or hospital setting is required.

Responsibilities

• Serve as the primary point of contact for the hospital administration, both internally and externally.
• Manage phone calls, screen inquiries, and route them to the appropriate personnel.
• Coordinate and manage the schedules and appointments of hospital executives and department heads.
• Schedule and organize meetings, conferences, and video calls, ensuring logistics are seamless.
• Assist in the preparation of meeting materials and distribute them in advance.
• Draft, edit, and proofread emails, memos, reports, and other documents for hospital leadership.
• Maintain and update hospital policies, procedures, and administrative documents.
• Maintain and update electronic health records (EHR) and hospital databases with precision.
• Collaborate with the hospital administration on various projects, conducting research, data analysis, and presenting findings.
• Assist in managing departmental budgets, including tracking expenses and preparing financial reports.
• Oversee office supply inventory, ensuring adequate stock and managing ordering and restocking.
• Assist in the onboarding of new administrative staff, providing guidance and training.

Education

Associates Degree Required

Bachelors Degree Preferred

Job description

Hourly Pay Range

$22.14 - $33.21 - The hourly pay rate offered is determined by a candidate's expertise and years of experience, among other factors.

Position Highlights

• Position: Admin Assistant
• Location: 800 W Central Rd Arlington Heights
• Part time: 25 hours
• Hours: Mon - Fri 8am - 1 pm
• Required Travel:

A Brief Overview

The Administrative Assistant II will provide advanced administrative support to the hospital's leadership team and play a critical role in ensuring the efficient operation of our administrative functions. This position requires a high level of professionalism, discretion, and the ability to handle complex tasks in a fast‑paced healthcare environment.

What you will do

• Serve as the primary point of contact for the hospital administration, both internally and externally.
• Manage phone calls, screen inquiries, and route them to the appropriate personnel.
• Coordinate and manage the schedules and appointments of hospital executives and department heads.
• Schedule and organize meetings, conferences, and video calls, ensuring logistics are seamless.
• Assist in the preparation of meeting materials and distribute them in advance.
• Draft, edit, and proofread emails, memos, reports, and other documents for hospital leadership.
• Maintain and update hospital policies, procedures, and administrative documents.
• Maintain and update electronic health records (EHR) and hospital databases with precision.
• Collaborate with the hospital administration on various projects, conducting research, data analysis, and presenting findings.
• Assist in managing departmental budgets, including tracking expenses and preparing financial reports.
• Oversee office supply inventory, ensuring adequate stock and managing ordering and restocking.
• Assist in the onboarding of new administrative staff, providing guidance and training.

What you will need

• Associates Degree Required
• Bachelors Degree Preferred
• 3 Years Administrative experience, preferably in a healthcare or hospital setting is required.

Benefits (For full time or part time positions)

• Eligibility for our Annual Incentive Plan, which offers the potential to earn a certain percentage amount of your base salary based on organizational performance. (For AIP eligible positions)
• Premium pay such as shift, on call, holiday and more based on an employee's job (For eligible positions)
• Incentive pay for select positions
• Opportunity for annual increases based on performanceCareer Pathways to Promote Professional Growth and Development
• Various Medical, Dental, Pet and Vision options
• Tuition Reimbursement
• Free Parking
• Wellness Program Savings Plan
• Health Savings Account Options
• Retirement Options with Company Match
• Paid Time Off and Holiday Pay
• Community Involvement Opportunities

EOE: Race/Color/Sex/Sexual Orientation/ Gender Identity/Religion/National Origin/Disability/Vets, VEVRRA Federal Contractor.