Administrative Assistant 3 - CVT Surgery-28240

Rush University Medical Center; Chicago (IL); On-site; USD 72,208,281 - 113,727,768; Full time

Job summary

Rush University Medical Center in Chicago, IL seeks an Administrative Assistant 3 to perform confidential administrative duties and support leadership. The role requires managing letters, reports, meetings, and travel arrangements while prioritizing tasks and deadlines in a healthcare setting.

The ideal candidate has a High School Diploma with five years of healthcare administration experience; strong MS Office skills and excellent communication needed.

Qualifications

• High School Diploma and five years of administrative experience in a healthcare setting.
• Strong project and time management skills.
• Excellent written and verbal communication.
• Advanced Microsoft Office skills including Excel, Access, and PowerPoint and scheduling/calendar software.
• Ability to coordinate and prioritize multiple calendars and schedules.

Responsibilities

• Typing of correspondence and preparing PowerPoint presentations.
• Prepare and schedule meetings.
• Manage daily operations, organize work, set priorities and meet deadlines with minimal direction.
• Exercise discretion and independent judgment in confidential activities.
• Complete special assignments involving data collection and analysis.
• Maintain multiple calendars and coordinate meetings and agendas.
• Prepare confidential correspondence and reports; handle travel arrangements and reimbursements.
• Coordinate conference room reservations and office supply maintenance.

Skills

Project management

Time management

Communication skills

Customer service

Education

High School Diploma

Bachelor’s degree (preferred)

Tools

Microsoft Office Suite

Excel

PowerPoint

Scheduling/calendar software

Job description

Location: Chicago, Illinois

Business Unit: Rush Medical Center

Hospital: Rush University Medical Center

Department: Cardiovasc-Thoracic

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

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 5:00:00 PM)

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

Pay Range: $25.20 - $39.69 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 3 works independently on multiple tasks simultaneously maintaining the highest level of confidentiality. The Administrative Assistant 3 must be able to focus and perform well under pressure with the ability to effectively prioritize and meet deadlines. Provides administrative duties including composition of letters and reports as well as planning, developing and completing assignments with minimal direction. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Other Information

• High School Diploma.
• Five years’ administrative experience in a healthcare setting.
• Strong project and time management skills.
• Proactive and resourceful.
• Customer-focused.
• Excellent written and verbal communication skills.
• Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software.
• Ability to coordinate and prioritize multiple tasks, projects and schedules.
• Ability to work independently.
• Ability to interact effectively and efficiently with all levels.

Preferred Job Qualifications

• Bachelor’s degree.

Responsibilities

• Administrative Assistant work that includes typing of correspondence, work with PowerPoint presentations and computer problem solving,
• Prepare and schedule meetings.
• Manages and administers the daily operations, organizes work, sets priorities, meets critical deadlines and follows-up assignments with minimum direction.
• Exercises discretion and independent judgment in daily activities and executive administrative details of a confidential nature.
• Completes special assignments requiring collecting, organizing and analyzing data basis of significant decisions.
• Manages multiple calendars requiring extensive attention to detail and the ability to make decisions regarding appointment priorities; organizes and schedules meetings; arranges and prepares agendas and provides background information for various complex internal and external meetings and projects as requested or necessary.
• Prepares confidential correspondence. Prepares reports and other documents.
• Reconciles accounts payable requests.
• Answers administrative phone calls; receives and screens patients and visitor's telephone calls, e-mails and faxes, providing information and resolving complaints using good judgment and the interpretation of policies and procedures.
• Arranges travel (registration, airline, accommodations) and prepares itineraries for leadership to attend meetings; prepares and tracks reimbursement submissions.
• Coordinates conference room reservations.
• Serves as primary contact for monitoring, ordering, stocking office supplies and managing office equipment maintenance and repair issues as well as environmental service problems.
• Performs other work-related duties or projects as assigned, such as facility and relocation projects.

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.