Administrative Assistant

La-Rabida-Children; Chicago (IL); On-site; USD 47,000 - 63,000; Full time

Job summary

La Rabida Children's Hospital is seeking an Administrative Assistant for the Skill Advancement Program in Chicago. This full-time role supports payroll, reporting, and program administration in a not-for-profit setting.

You will manage timecards, reimbursements, budgets, vendor records, and new hire materials, while maintaining accurate HR and program data and assisting the Associate Director on hiring tasks.

Qualifications

• Proficiency in typing and computer skills (MS Office).
• Excellent written and verbal communication.
• Strong organizational abilities and time management.

Responsibilities

• Collects and tabulates statistics; submits reports via Excel/Word.
• Maintains payroll records; tracks PTO and vacation calendars.
• Liaises with Skills Advancement Coaching staff for timecards, reports, and schedules.
• Manages reimbursements for mileage, internet, cell phone; processes trainings/consultants payments.
• Prepares monthly expense reports and HR spreadsheets to keep program data current.
• Maintains database of personnel insurance; sends weekly renewal reminders.
• Assists Associate Director with new-hire processes and materials.
• Distributes new hire materials; maintains signature pages and master files.
• Tracks supplies and assets; logs inventory and returns; reorders with director approval.
• Supports data collection and trauma-informed committee work; collaborates with team.

Skills

Typing

MS Office

Verbal communication

Written communication

Organizational skills

Database setup

Education

High School or equivalent

Job description

Administrative Assistant for Skill Advancement Program

• Full-time
• Compensation: USD 55,000 - USD 55,000 - yearly

La Rabida Children’s Hospital provides specialized, family-centered health care to children with medically complex conditions, disabilities, and chronic illness. Through expertise, compassion, and advocacy we help children and their families reach their fullest potential, regardless of their ability to pay.

Our not-for-profit hospital, licensed for 49 beds, helps transition children from neonatal or pediatric intensive care to home, by providing medical, rehabilitative and developmental care, and by training families to continue treatments and manage the necessary equipment in the home. La Rabida also provides extensive rehabilitation for those recovering from wounds or burns and treatment for exacerbations of chronic conditions.

The hospital’s enhanced pediatric patient-centered medical home provides primary care to children with complex medical conditions and their siblings. Children with medical homes elsewhere come to La Rabida for specialty services. La Rabida offers a wide range of specialty services provided to children with sickle cell disease, diabetes, and many others. Children are supported in their emotional and developmental growth, particularly in cases where such growth has been interrupted by accident or disease.

Finally, La Rabida provides forensic and treatment services for children exposed to abuse and neglect, comprehensive assessments for wards of the state, early intervention for children between 0 and 3 years of age. Care coordination services for medically complex children are also provided for those who are covered by a health plan and receive care from providers in Cook County

SUMMARY:

ESSENTIAL FUNCTIONS:

• Collects and tabulates statistics for inclusion in required reports each week. Submits weekly and monthly reports as needed, via Excel or Word.
• Responsible for payroll and maintains an accurate record of staff vacations, sick time and other accrued time. Enters this information into the computer system/BHCP calendar. Keeps the Director aware of schedules for all PTO, including updated bank of PTO for all employees.
• Maintains contact with Skills Advancement Coaching staff to obtain timecards, reports, schedules, etc.
• Obtains and prepares all requests for reimbursement/payment for the Skills Advancement Coaching program. This includes mileage/internet/cell phone reimbursement. All requests for payment for trainings/consultants. Provides finance all supplemental documentation to verify payment. Maintains collection of each Skills Advancement Coaching personnel’s continuing education verification.
• Completes and submits a monthly expense report to maintain the program’s budget.
• Completes and submits a monthly HR spreadsheet to ensure all administrative documents are up to date.
• Develops and maintains a database of each Skills Advancement Coaching personnel’s car insurance and sends weekly reminders one month prior to expiration. Submits insurance to HR and keeps file of all Skills Advancement Coaching personnel’s insurance.
• Assists Associate Director in preparing for new hires.
• Maintains and distributes all new hire materials, including reading materials and other required materials. Obtains and maintains a signature page for each item given to each screener in a master file for return upon termination.
• Completes and tracks supplies. Keeps a log on each Skills Advancement Coaching personnel entering/leaving the program and all necessary items to be returned. Maintains a file for each Skills Advancement Coaching Personnel with any supplies in current possession. Maintains and re-orders supplies on a timely basis with prior Director approval.
• Assists with data collection
• Participates in committee work to ensure trauma-informed approaches to departmental work and address team satisfaction and cohesion.
• Uses computer skills to maintain databases for Skills Advancement Coaching Program (including Excel) to format presentations in power point, to track metrics, productivity data, coaching sessions scheduling and other data as required.
• Types letters, reports, meeting minutes, and other information as requested. Responsible for organizing and typing projects as needed. Xeroxes reports, articles, evaluations, etc. for the Skills Advancement Coaching Program.

ADDITIONAL FUNCTIONS:

Performs other duties as assigned.

Education: High School or equivalent

Related Work Experience: A minimum of 5 years of progressive secretarial experience.

Licensure/Certification: None

Specialized Knowledge and Skills: Must have superior typing and computer skills (Microsoft suite of programs), excellent communicative abilities (verbal and written), and excellent organizational skills. Knowledge of psychological/social work and child welfare terminology highly desirable.

Ability to multi-task and organize data and multiple job demands is essential.

Must have knowledge of computerized database set-up.

La Rabida Children’s Hospital is very proud to be an Equal Employment Opportunity Employer

La Rabida is a place unlike any other. We understand the needs of families with children dealing with the most serious or complicated of conditions. With teams of the best healthcare providers in Chicago, we give continuous, comprehensive care, education, and support, helping families face their unique obstacles head-on.

La Rabida Children’s Hospital is very proud to be an Equal Employment Opportunity Employer.