Administrative Assistant I

Carolinas Medical Center; Oak Brook (IL); On-site; USD 33,000 - 50,000; Full time

Job summary

Advocate Health is seeking an Administrative Support Associate for the Young Hearts for Life (YH4L) program in Oak Brook, IL. This full-time role supports scheduling, travel arrangements, and daily office operations within a hospital-affiliated program.

The position requires reliable transportation for travel to schools in suburban Chicago, with mileage reimbursements. It involves coordinating meetings, handling calls, document creation, and data reporting while upholding confidentiality and

Qualifications

• Education: High School Graduate/Equivalent.
• Experience: Typically 1 year of administrative support.
• Proficient with MS Office and clerical tasks.
• Ability to manage time, confidentiality, and customer service.

Responsibilities

• Schedules and maintains calendars for appointments, meetings, and travel.
• Assists with travel arrangements and expense reporting.
• Organizes administrative aspects of meetings (agenda, site, food/beverage, technology, documents).
• Answers and screens calls, greets visitors, provides procedural information, and answers questions related to operational matters.
• Performs routine to moderately complex word processing and document creation; edit for formatting and accuracy.
• Compiles reports, graphics, and data; generates reports as needed.
• Maintains filing systems and confidential records.
• Opens, reads, prioritizes mail, and initiates correspondence.
• Conducts basic research and analysis to support administrative needs.
• Operates and maintains office equipment; may order supplies.

Skills

Time management and prioritization

Confidentiality and discretion

Initiative and independent problem‑sol

Written and verbal communication

Professional demeanor and customer‑or‑

Organizational and multitasking

Diligence and attention to detail

Document creation and formatting

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Department: 09153 AMG Young Hearts for Life - YH4L Program

Status: Full time

Benefits Eligible: Yes

Hou rs Per Week: 40

Schedule Details/Additional Information: YH4L is an ECG screening program through the Advocate Charitable Foundation. The position requires reliable transportation and travel to schools throughout suburban Chicago. Mileage and tolls for these days are reimbursable. Approximately 60 days per year will be off-site. Set-up and Screening days are fast paced and include high levels of personal engagement with volunteers, attending physicians, school administrators and students.

Pay Range: $24.10 - $36.15

Major Responsibilities

• Schedules and maintains calendars for appointments, meetings, and travel.
• Assists with travel arrangements and expense reporting.
• Organizes administrative aspects of meetings (agenda, site, food/beverage, technology, documents).
• Answers and screens calls, greets visitors, provides procedural information, and answers questions related to operational matters.
• Performs routine to moderately complex word processing and document creation. Make decisions on formatting and layout, editing for accuracy and consistency.
• Compiles reports, graphics, and statistical data. Creates reports under general instruction and displays data to support needs, including the generation of existing reports.
• Maintains filing systems and confidential records.
• Opens, reads, and prioritizes mail, initiating return correspondence as appropriate.
• Conducts basic research and analysis to support administrative needs.
• Operates and maintains office equipment; may order supplies as needed.

Minimum Job Requirements

Education: High School Graduate

Certification / Registration / License: None Required

Experience: Typically requires 1 year of administrative support experience

Knowledge / Skills / Abilities

• Time management and prioritization.
• Ability to maintain confidentiality and use discretion.
• Initiative and independent problem-solving.
• Effective written and verbal communication.
• Professional demeanor and customer service orientation.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Organizational and multitasking abilities
• Diligence and attention to detail.
• Ability to create and compile simple to moderately complex documents, reports, graphs/charts, and presentations

Physical Requirements and Working Conditions

Normal office environment; occasional lifting up to 20 lbs.

Prolonged periods of sitting, standing, and keyboard use.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment to You

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more - so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

Note: Eligibility for programs listed above may depend on your FTE or status (e.g., full-time, part-time, per diem, temporary, etc.; please ask a Recruiter for more information during an interview.

About Advocate Health

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates acr