Administrative Assistant III-OBGYN Research

NorthShore University HealthSystem; Evanston (IL); Hybrid; USD 32,000 - 48,000; Full time

Benefits offered by this job

Premium pay

Tuition Reimbursement

Free Parking

Health Savings Account Options

Paid Time Off and Holiday Pay

Job summary

Endeavor Health in Evanston, IL, seeks an Administrative Assistant III-OBGYN Research to provide advanced administrative support to the Department Chair, ILPQC Executive Director, Principal Investigators, and research teams.

The role requires professionalism, discretion, and the ability to handle complex tasks in a dynamic healthcare setting, with a passion for improving women's health through research and quality initiatives.

Qualifications

• Bachelor's degree preferred or equivalent experience in healthcare admin.
• Minimum 3 years administrative experience, preferably in healthcare/hospital settings.
• Maintain confidentiality and handle sensitive information with discretion.

Responsibilities

• Provide executive support to the Department Chair and ILPQC Executive Director.
• Coordinate calendars, meetings, travel, and communications; draft professional correspondence.
• Manage electronic records and assist with research data and presentations for leadership.
• Support research staff with onboarding, training, and meeting logistics; maintain files and records.
• Handle invoicing, budgeting support, and prepare department newsletters.

Skills

Executive support

Calendar management

Meeting coordination

Data analysis

Customer service

Education

Bachelor's degree preferred

Tools

Epic

Job description

Hourly Pay Range: $23.24 - $34.86 - The hourly pay rate offered is determined by a candidate's expertise and years of experience, among other factors.

Administrative Assistant III

Position Highlights

• Position: Administrative Assistant III-OBGYN Research
• Location: Evanston, IL
• Full Time/Part Time: Full Time
• Hours: Monday-Friday 8am-430pm
• Hybrid
• Required Travel: Minimal travel required for coordinating meetings

A Brief Overview

The Administrative Assistant III will provide advanced administrative support to the OBGYN Department Chair, the Executive Director of ILPQC, Principal Investigators and the research teams. This role requires a high level of professionalism, discretion, and the ability to handle complex tasks in a dynamic healthcare environment. The ideal candidate has a passion for customer service and an enthusiasm to improve the lives of women and birthing people through groundbreaking research and quality initiatives.

What you will do

Primary Executive Support - 50%

• Serve as the primary point of contact for the Executive Director of ILPQC, managing her schedules, correspondence, and communications.
• Coordinate and manage appointments, meetings, travel and conference calls, ensuring the efficient use of their time.
• Draft, edit, and proofread executive-level emails, memos, reports, and other documents, including slides, poster printing and preparation for presentations and speaking engagements
• Ensure all communication is professional and reflects the Principal Investigator's voice and objectives.
• Generate and compile reports, data analyses, and presentations for leadership decision-making.

Research Department Support - 50%

• Work closely with research staff and Principal Investigators to facilitate research within the OBGYN, Pediatrics and Family Medicine Departments
• Maintain and update electronic health records (EHR) and hospital databases with the utmost accuracy and adherence to healthcare regulations.
• Maintain files and records on current and past studies
• Collaborate on special projects and strategic initiatives, conducting research, data analysis, and presenting findings.
• Process invoices, monitor spending, and reconcile financial statements for the research team.
• Oversee office operations and supplies, ensuring smooth day-to-day functioning.
• Assist in the onboarding of new administrative team members and contribute to their training.
• Coordinate logistics, such as room set-up, audio-visual needs, registration set-up and catering and other event coordination.
• Keep research staff lists, organizational charts and clinical office personnel lists up to date
• Process contingent worker paperwork, parking forms, ordering keys
• Make copies of flyers, consent forms, informational pamphlets; create folders
• Write, do research for, and publish department newsletter
• Take and distribute minutes (ie. community advisory board and data safety monitoring board meetings)
• Run errands outside of the hospital on behalf of the departments
• Plan and execute celebrations, seminars, and training days at the hospital and external locations within budget
• Use Epic to update patient records with study materials
• Assist in onboarding and training new employees
• Perform maintenance of office space and technology
• Handle sensitive and confidential information with discretion and professionalism

What you will need

• Education: Bachelor's Degree Preferred
• Experience: 3 Years Administrative experience, preferably in a healthcare or hospital setting is required.

Benefits (For full time or part time positions)

• Premium pay such as shift, on call, holiday and more based on an employee's job (For eligible positions)
• Incentive pay for select positions
• Opportunity for annual increases based on performance
• Career Pathways to Promote Professional Growth and Development
• Various Medical, Dental, Pet and Vision options
• Tuition Reimbursement
• Free Parking
• Wellness Program Savings Plan
• Health Savings Account Options
• Retirement Options with Company Match
• Paid Time Off and Holiday Pay
• Community Involvement Opportunities

Endeavor Health is a fully integrated healthcare delivery system committed to providing access to quality, vibrant, community-connected care, serving an area of more than 4.2 million residents across six northeast Illinois counties. Our more than 25,000 team members and more than 6,000 physicians aim to deliver transformative patient experiences and expert care close to home across more than 300 ambulatory locations and eight acute care hospitals - Edward (Naperville), Elmhurst, Evanston, Glenbrook (Glenview), Highland Park, Northwest Community (Arlington Heights) Skokie and Swedish (Chicago) - all recognized as Magnet hospitals for nursing excellence. For more information, visit www.endeavorhealth.org.

When you work for Endeavor Health, you will be part of an organization that encourages its employees to achieve career goals and maximize their professional potential.

Please explore our website (www.endeavorhealth.org) to better understand how Endeavor Health delivers on its mission to "help everyone in our communities be their best".

Endeavor Health is committed to working with and providing reasonable accommodation to individuals with disabilities. Please refer to the main career page for more information.

At Endeavor Health, we are united by a shared commitment to working together to create a culture of connection and belonging-each of us bringing different skills and experiences as we deliver safe, seamless, and personal care. Every person, every time. We are committed to fostering an environment where all team members can be their best, learn, and pursue excellence together.

EOE: Race/Color/Sex/Sexual Orientation/ Gender Identity/Religion/National Origin/Disability/Vets, VEVRRA Federal Contractor.