Administrative Assistant II

Trinity Health; Maywood (IL); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Benefits from Day One

DailyPay

Tuition Reimbursement

Career Development

Strong Team Culture

Career Growth Opportunities

Job summary

Loyola Medicine, a member of Trinity Health, is seeking an experienced Administrative Support professional in Maywood, IL. You will provide executive-level support, manage schedules and documentation, and assist with communications and reporting for department leadership.

Proficiency in Microsoft 365, strong organization, and attention to detail are essential as you handle confidential information and coordinate key projects in a fast-paced healthcare setting.

Qualifications

• High School Diploma or GED required; college coursework preferred.
• 3–5 years of related administrative experience; 6–10 years preferred.
• Experience supporting physician leaders or senior leadership is a plus.

Responsibilities

• Provide comprehensive administrative and executive support to department leadership.
• Manage faculty schedules, timekeeping, PTO, CME time, and leave records.
• Prepare correspondence, reports, and business documents; support budgeting and expense processing.
• Maintain databases, dashboards, and cloud-based records; ensure data integrity and confidentiality.

Skills

Administrative support

Microsoft 365

Communication

Project coordination

Education

High School Diploma or GED

2-3 years college (preferred)

Tools

Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, Word, Excel, PowerPoint)

Job description

Employment Type: Full time Shift: Day Shift Description: Loyola Medicine, a member of Trinity Health, is a nationally ranked academic, quaternary care system based in Chicago's western suburbs. With its main campus at Loyola University Medical Center, Loyola Medicine is part of a comprehensive three-hospital system including Loyola University Medical Center, Gottlieb Memorial Hospital, and MacNeal Hospital. If you’re passionate about delivering exceptional care and making a difference in the lives of our communities, join the Loyola team and become Loyola Strong!

Position Summary

Provides comprehensive administrative and executive support to department leadership by managing day-to-day office operations, prioritizing administrative activities, coordinating communications, and supporting departmental projects. Ensures the efficient and effective functioning of the office through organization, planning, information management, and customer service. Assists with special projects by researching, gathering, analyzing, and summarizing information to support organizational objectives.

Administrative Support

• Manage faculty schedules, timekeeping, paid time off (PTO) continuing medical education (CME) time, and related faculty leave records.
• Monitor faculty compliance requirements and maintain education, credentialing, training, and onboarding documentation files.

Communication & Reporting

• Prepare and distribute correspondence, reports, presentations, and other business documents.

Database Management

• Maintain departmental spreadsheets, databases, dashboards, and tracking tools cloud-based platforms.
• Utilize Microsoft 365 applications, including Outlook, Teams, SharePoint, OneDrive, Word, Excel, and PowerPoint, to support communication, collaboration, document management, and reporting.
• Maintain accurate departmental records and electronic filing systems while ensuring data integrity and confidentiality.

Budget & Resource Management

• Process purchase requisitions, expense reports, and other financial documentation.
• Monitor departmental expenses and oversee office supplies, equipment, and facility needs.

What we offer

• Benefits from Day One
• DailyPay! Work today/Get paid today
• Tuition Reimbursement
• Career Development
• Strong Team Culture
• Career Growth Opportunities

What you’ll need for this job

Required

• High School Diploma or GED

Preferred

• Administrative or technical background acquired through completion of 2 - 3 years of college

Minimum Experience

• Required: 3-5 years of previous job-related experience
• Preferred: 6-10 years of previous job-related experience

Preferred Qualifications

• Experience supporting physician leaders, department chairs, directors, or senior leadership.
• Experience coordinating departmental meetings, committees, educational activities, and administrative projects.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, SharePoint, OneDrive, Word, Excel, and PowerPoint.
• Strong written and verbal communication skills with the ability to professionally communicate with physicians, leadership, staff, learners, and external stakeholders.
• Excellent organizational, problem-solving, and project coordination skills with strong attention to detail.
• Strong critical thinking, analytical, and problem-solving skills.

Compensation

• Pay Range: $18.16- $28.14 per hour Actual compensation will fall within the range but may vary based on factors such as experience, qualifications, education, location, licensure, certification requirements, and comparisons to colleagues in similar roles.

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care.

We are an Equal Opportunity Employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.

Trinity Health Overview

Trinity Health is one of the largest not-for-profit, faith-based health care systems in the nation. Together, we’re 121,000 colleagues and nearly 36,500 physicians and clinicians caring for diverse communities across 27 states. Nationally recognized for care and experience, our system includes 101 hospitals, 126 continuing care locations, the second largest PACE program in the country, 136 urgent care locations, and many other health and well-being services. Based in Livonia, Michigan, in fiscal year 2023, we invested $1.5 billion in our communities through charity care and other community benefit programs. For more information, visit http://www.trinity-health.org. You can also follow Trinity Health on LinkedIn.