Administrative Assistant I - Department Ops & Meetings

Rush University Medical Center; Chicago (IL); On-site; USD 23,000 - 32,000; Full time

Job summary

Rush University Medical Center in Chicago, IL is seeking an Administrative Assistant 1 to provide broad administrative support for the Rush Alzheimers Dis Ctr-ResAdm department. The role entails managing multiple cost centers, coordinating mail and documents, maintaining calendars, and supporting meetings and requisitions.

The position is full-time (FTE 0.9–1.0) with a daytime 8:00 AM–4:30 PM shift; this role emphasizes confidentiality, initiative, and excellent communication with internal and

Qualifications

• High School Diploma or equivalent.
• Experience with Excel or spreadsheet programs.
• Proficiency with Access, email, PowerPoint and basic graphics.
• Analytical ability.
• Excellent communication skills.
• Ability to interact with internal and external customers.
• Ability to check documents for errors.

Responsibilities

• Receives, sorts, and distributes incoming and outgoing mail.
• Types and distributes memos, minutes, manuscripts and complex reports.
• Maintains Department documents.
• Photocopy documents as requested.
• Demonstrates competency in use of office equipment, hardware and software.
• Assists in maintenance and use of office equipment.
• Creates and maintains personnel files and database.
• Takes and triage phone messages.
• Arranges and coordinates appointments, conferences and meetings.
• Maintains calendar.
• Records meeting minutes and distributes as appropriate.
• Assists in ordering and maintenance of supplies and services.
• Coordinates support services for department office, e.g., housekeeping, maintenance, purchasing and ordering supplies as needed.
• Prepares and reviews requisitions, vouchers and forms; prepares clerical records and reports; keeps clerical records and prepares reports relating to operations.
• Contributes to teamwork in a positive, customer-focused manner.
• Demonstrates flexibility in accepting assignments.
• Demonstrates initiative.
• Ensures confidentiality.
• Prioritizes work assignments.
• Composes business correspondence as assigned.
• Assist in planning and arranging special department functions.
• Involved in committees/projects as assigned.
• Handles routine departmental correspondence and additional correspondence.
• Assumes responsibility for the administrative operations.
• Maintains office supplies at adequate levels, independently making changes as necessary.
• Assumes responsibility for the proper functioning and maintenance of central departmental hardware (computers, copier, fax machine, scanner).
• Supervises the work activities of the assistant personnel as assigned.
• Independently contacts and follow-up with in-house departments (i.e. telecommunications, engineering, housekeeping, etc.) regarding services issues as needed.

Skills

Analytical ability

Communication

Customer interaction

Attention to detail

Prioritization

Education

High School Diploma or equivalent

Tools

Excel

Access

Email

PowerPoint

Graphics (basic)

Job description

Rush University Medical Center in Chicago, IL is seeking an Administrative Assistant 1 to provide broad administrative support for the Rush Alzheimers Dis Ctr-ResAdm department. The role entails managing multiple cost centers, coordinating mail and documents, maintaining calendars, and supporting meetings and requisitions.

The position is full-time (FTE 0.9–1.0) with a daytime 8:00 AM–4:30 PM shift; this role emphasizes confidentiality, initiative, and excellent communication with internal and