ADMINISTRATIVE ASSISTANT IV- MEDICINE ADMINISTRATION

Cook County Government; Chicago (IL); On-site; USD 50,000 - 55,000; Full time

Job summary

Cook County Health & Hospitals System is seeking an Administrative Assistant IV- Medicine Administration to provide confidential administrative support to the department, handling calendars, correspondence, and reports. This role demands discretion, organizational prowess, and the ability to manage multiple priorities in a healthcare environment.

The position operates 8:00 AM to 4:00 PM, with salary around $36.843 hourly, and requires three years of senior administrative support, strong MS

Qualifications

• High School Diploma or GED required at interview.
• Three years of administrative support experience with middle/upper management or multiple departments.
• Two years scheduling events, conferences, or trainings.
• Experience gathering and tracking departmental information and maintaining reports.
• Experience coordinating and tracking short-term projects.
• Experience managing email and written communication.
• Intermediate proficiency with MS Office including Word, Excel, PowerPoint, Outlook (70% MS Office test).

Responsibilities

• Maintain daily calendar and coordinate meetings; prepare documents and minutes.
• Ensure reports and correspondence meet timelines and quality.
• Screen calls/visitors and route issues.
• Prepare reports and presentations; distribute meeting minutes.
• Create spreadsheets and PowerPoint presentations; schedule meetings in Outlook.
• Log hire requests, ensure paperwork accuracy, and generate reports.

Skills

Administrative support

Time management

Communication

Interpersonal skills

Multitasking

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

If you have an issue completing your application, please call Taleo Support at 312-864-0430.

Job Description - ADMINISTRATIVE ASSISTANT IV- MEDICINE ADMINISTRATION (00139318)

Job Description

ADMINISTRATIVE ASSISTANT IV- MEDICINE ADMINISTRATION

Job Number:

00139318

Job Posting

Aug 6, 2026, 4:31:28 PM

Closing Date

Aug 21, 2026, 4:59:00 AM

Full-time Shift Start Time : 8:00 A.M. Shift End Time : 4:00 P.M.

Collective Bargaining Unit : RWDSU Local 200 Admin Assistants BHS Posting Salary : $36.843 hourly

Organization

Health and Hospital Systems

PLEASE BE ADVISED that this position is covered by the collective bargaining agreement between Cook County and the Retail, Wholesale and Department Store Union Local 200 (RWDSU – 200). Pursuant to the collective bargaining agreement, Cook County will exhaust internal eligible applicants prior to considering external applicants. Cook County is assembling a list of qualified candidates for this position that will be considered should the position not be filled with internal eligible applicants.

SHIFT: 8:00am to 4:00pm

POSTING SALARY: 36.843 HOURLY

Salary is commensurate with years of experience indicated at time of application submittal. Experience not disclosed or documented at the time of application will not be considered for initial step placement.

Job Summary

The Administrative Assistant IV provides administrative assistance to the assigned department. This is a highly confidential position involving sensitive information such as plans and initiatives, budget documents, and labor issues. A highly organized and proactive person is required for this position.

Typical Duties

• Maintains the daily calendar including coordination of meetings, preparing pertinent documents prior to the scheduled meetings, and taking/distributing minutes.
• Plays an assertive role in assuring direct reports meet timelines for assignments as assigned.
• Screens calls and visitors for urgency, route and resolve problems as they arise.
• Writes correspondence, preparing reports and presentations as needed. Takes minutes of meeting, distributes to participants and maintains copies in files.
• Frequently uses and creates calculating spreadsheets, Power Point presentations, word processing and schedule meetings through Outlook.
• Receives and logs requests to hire, reviews for completeness resolving minor oversights. Informs of omissions or errors in paperwork. Logs in a database and is able to prepare reports upon request. Presents completed documents prior to approval meeting. Communicates position approval or deferment to staff.
• Continuously strives to organize files / documents and streamline office processes. Creates and maintains a logical electronic filing system.
• Maintains contact information for direct reports at the various affiliates and their designees.
• Maintains a resource directory and cooperative relations with all staff throughout the system.
• Handles reimbursements, processes payments, orders supplies, generates and follows with work orders.
• Initiates and follows through with office cleaning requests, equipment repairs, phone, keys and computer issues; troubleshoots other issues as they arise.
• Tracks time off for office staff and direct reports.
• Must have a positive and proactive approach to work. Presents a professional business manner in appearance, verbal communication and in written correspondence.
• Performs related duties as required.

Minimum Qualifications

• High School Diploma or GED is required (Must be provided at the time of interview)
• Three (3) years of experience providing administrative support to a member of middle or upper management, or for multiple managers, or multiple departments is required
• Two (2) years of experience scheduling events, conferences, department wide training or other multi participant activities is required.
• Prior experience gathering and tracking departmental information and maintaining departmental reports is required.
• Prior experience coordinating and tracking short term projects within the department is required.
• Experience managing email and written communication is required.
• Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook is required. (MS Office testing will be administered, 70% minimum proficiency rate is required).

Knowledge, Skills, Abilities and Other Characteristics

• Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook
• Thorough knowledge of the principles and techniques of office practices and procedures
• Excellent interpersonal, verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Organizational and Project Management Skills
• Demonstrated good computer and keyboarding skills
• Demonstrated good phone and email etiquette skills with strong response times
• Demonstrated analytical and organizational, problem-solving, critical thinking, and conflict management/resolution skills
• Demonstrated attention to detail, accuracy and precision
• Demonstrated positive and proactive approach to work
• Ability to think and make decisions independently
• Ability to perform general office administration activities (copying, faxing, filing)
• Ability to prioritize, plan, and organize projects and tasks
• Ability to multi-task and meet deadlines in a fast paced and stressful environment
• Ability to maintain a professional demeanor and composure when challenged
• Ability to function autonomously and as a team member in a multidisciplinary team

Physical and Environmental Demands

This position is functioning within a healthcare environment. The incumbent is responsible for adherence to all hospital and department specific safety requirements. This includes but is not limited to the following policies and procedures: complying with Personal Protective Equipment requirements, hand washing and sanitizing practices, complying with department specific engineering and work practice controls and any other work area safety precautions as specified by hospital wide policy and departmental procedures.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the personnel so classified.

For purposes of the American with Disabilities Act, “Typical Duties” are essential job functions.

VETERAN PREFERENCE PLEASE READ

When applying for employment with the Cook County Health & Hospitals System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service.

To take advantage of this preference a Veteran must:

• Identify self as a Veteran on the employment application by answering yes to the question by answering yes to the question, “Are you a Military Veteran?”
• Attach a copy of their DD 214, DD 215 or NGB 22 (Notice of Separation at time of application filing. Please note: If you have multiple DD214s, 215s, or NGB 22S, pleasesubmit the one with the latest date. Coast Guard must submit a certified copy of the military separation from either the Department of Transportation (Before 9/11) or the Department of Homeland Security (After 9/11). Discharge papers must list and Honorable Discharge Status. Discharge papers not listing an Honorable Discharge Status are not acceptable.)

OR

• A copy of a valid State ID Card or Driver’s License which identifies the holder of the ID as a Veteran, may also be attached to the application at time of filing.

If items are not attached, you will not be eligible for Veteran Preference

VETERANS MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS OR APPLICABLE STATE ID CARD OR DRIVER’S LICENSE AT TIME OF INTERVIEW.

MUST MEET REQUIRED QUALIFICATIONS AT TIME OF APPLICATION

BENEFITS PACKAGE

• Medical, Dental, and Vision Coverage
• Basic Term Life Insurance
• Pension Plan
• Deferred Compensation Program
• Paid Holidays, Vacation, and Sick Time
• You may also qualify for the Public Service Loan Forgiveness Program (PSLF)

For further information on our excellent benefits package, please click on the following link: http://www.cookcountyrisk.com/

Degrees awarded outside of the United States with the exception of those awarded in one of the United States' territories and Canada must be credentialed by an approved U.S. credential evaluation service belonging to the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE). Original credentialing documents must be presented at time of interview.

*Please note all offers of Employment are contingent upon the following conditions: satisfactory professional & employment references, healthcare and criminal background checks, appropriate licensure/certifications and the successful completion of a physical and pre-employment drug screen.

*CCHHS is strictly prohibited from conditioning, basing or knowingly prejudicing or affecting any term or aspect of County employment or hiring upon or because of any political reason or factor.

If you have an issue completing your application, please call Taleo Support at 312-864-0430.