Administrative Assistant II - Healthcare Operations

Rush University Medical Center; Chicago (IL); On-site; USD 26,000 - 41,000; Full time

Job summary

Rush University Medical Center in Chicago, IL, seeks an Administrative Assistant 2 to provide advanced operational support for the IM Hem-Onc department. The role emphasizes initiative, independent judgment, and effective communication to manage multiple tasks in a dynamic environment.

The position requires strong MS Office skills, data analysis, and the ability to prepare accurate reports while prioritizing competing responsibilities.

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.

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.

Skills

Excellent communication

Data analysis

Prioritization

Document preparation

Customer interaction

Education

High school diploma

Bachelor's degree

Tools

Excel

Access

PowerPoint

Scheduling/calendar software

Job description

Rush University Medical Center in Chicago, IL, seeks an Administrative Assistant 2 to provide advanced operational support for the IM Hem-Onc department. The role emphasizes initiative, independent judgment, and effective communication to manage multiple tasks in a dynamic environment.

The position requires strong MS Office skills, data analysis, and the ability to prepare accurate reports while prioritizing competing responsibilities.