Administrative Assistant 2 - Academic Affairs CON - Full-time-29479

Rush University Medical Center; Chicago (IL); On-site; USD 26,000 - 37,000; Full time

Job summary

Rush University Medical Center in Chicago, IL is seeking an Administrative Assistant 2 to provide advanced support for the Academic Affairs CON department. The role emphasizes efficient communication, prioritization of multiple tasks, and independent judgment to relieve management of administrative detail within a busy hospital setting.

Minimum qualifications include a high school diploma, 3 years in administrative roles (preferably healthcare), strong Microsoft Office skills, and excellent

Qualifications

• High School Diploma is required.
• Three years of progressive experience in an administrative role, preferably in healthcare.
• Advanced Microsoft Office skills including Excel, Access and PowerPoint; scheduling/calendar software.
• Excellent written and oral communication skills.
• Ability to analyze data and produce accurate documents and reports.
• Ability to prioritize multiple initiatives in a complex environment.
• Ability to work with internal and external customers.

Responsibilities

• Meets the administrative needs of department management and staff.
• Coordinates department programs or meetings: planning, materials, implementation and evaluation.
• Assists management with budgetary issues.
• Composes business documents and designs operational reports.
• Creates correspondence and maintains departmental communications.
• Plans employee and departmental events and maintains staff calendars.
• Provides instruction on computer applications and ensures resources for staff.

Skills

Communication skills

Data analysis

Prioritization

Office administration

Education

High School Diploma

Baccalaureate Degree

Tools

Microsoft Office

Excel

Access

PowerPoint

Scheduling software

Job description

Location: Chicago, Illinois

Business Unit: Rush Medical Center

Hospital: Rush University Medical Center

Department: Academic Affairs CON

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 4:30:00 PM)

Rush offers exceptional rewards and benefits learn more at our Rush benefits page (https://www.rush.edu/rush-careers/employee-benefits).

Pay Range: $18.87 - $26.66 per hour

Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush’s anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Summary

The Administrative Assistant 2 provides advanced support in managing the operational activities of the Department. The Administrative Assistant uses a pattern of orderly, efficient communication and a high degree of initiative and independent judgment to relieve management of administrative detail. The Administrative Assistant accepts appropriate responsibility and prioritizes multiple assignments and projects in a complex and constantly changing environment. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Other Information

Required Job Qualifications:

• 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 Job Qualifications

• Baccalaureate Degree.

Physical Demands

• Ability to move throughout the Medical Center.
• Ability to lifting or carrying objects 35-40 pounds.

Responsibilities

• Meets the administrative needs of department management and staff members.
• Coordinates department specific programs or meetings as assigned: planning, preparation of materials, implementation and evaluation.
• Assists management with budgetary issues.
• Composes business documents as assigned.
• Designs reports to support operations.
• Independently creates correspondence such as follow up to meetings, response to employees etc.
• Plans employee and departmental special events.
• Writes, edits and formats content of departmental communication.
• Provides instruction to departmental staff regarding computer applications.
• Assures appropriate resources are available for staff to be successful in their role.
• Maintains a calendar for staff availability and schedules.
• Provides support for select quality and operational committees including recording and distributing minutes.
• Appropriately follow-ups on action between meetings.
• Distributes reports, agendas and other materials for programs.
• Maintains attendance records and prepares reports as necessary for the program.
• Investigates and resolves invoicing issues as it relates to vendors or fiscal activities and Accounting Units.
• Creates and maintains expense files for the Accounting Unit activities.
• Prepares and maintains an electronic file to trend programmatic expenses and contribute to the budget process.
• Identifies and implements improvements in office efficiencies
• Initiates and/or reconciles check requests, purchase orders, travel vouchers as indicated for the department cost centers.
• Independently makes travel arrangements for the management.
• Prioritizes incoming communication, requests for meeting and escalates appropriate items to management’s attention.
• Maintains a working knowledge of Rush standard computer applications.
• Coordinates manager and staff office space, such as telephone changes, movement of equipment, maintenance requests, etc. which support administrative operations.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.