Administrative Assistant Sr - Clinical and Academic

Ann & Robert H. Lurie Children's Hospital of Chicago; Chicago (IL); On-site; USD 80,000 - 100,000; Full time

Job summary

This innovative firm is seeking a dedicated Administrative Assistant Sr to support clinical and academic initiatives. In this role, you will provide advanced administrative assistance, manage calendars, and coordinate meetings for leadership. You will also assist in patient onboarding and program-specific activities, ensuring a seamless experience for families. Join a team that values diversity and is committed to providing exceptional pediatric care while enjoying a comprehensive benefits package that supports your professional growth and well-being.

Benefits

Medical, dental and vision insurance

Employer paid group term life and disability

Paid Time Off (PTO)

Paid Holidays

Paid Parental Leave

403(b) with a 5% employer match

Tuition assistance

Employee Assistance Program

Discount on services at Lurie Children’s facilities

Backup Childcare and Eldercare

Qualifications

• 3+ years in an administrative role preferred, ideally in a hospital or physician office.
• Must have excellent communication and time management skills.

Responsibilities

• Provide advanced administrative assistance to clinical initiatives and manage calendars.
• Coordinate meetings and develop meeting materials for leadership.

Skills

Excellent written and verbal communication skills

Time management skills

Problem-solving skills

Ability to work independently

Project management

Education

Bachelor's Degree in Business Administration/Management

Tools

Microsoft Office Suite

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Administrative Assistant Sr - Clinical and Academic

Pay $21.00 - $32.55 / hour

Employment type Full-Time

Job Description

• Req#: JR2025-1112

Ann & Robert H. Lurie Children’s Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do. Ann & Robert H. Lurie Children’s Hospital of Chicago is ranked in all 10 specialties by the U.S. News & World Report.

Location: American Dental Associates (ADA)

Job Description

Administrative Job Functions:
1. Provides advanced administrative assistance to clinical and/or operational initiatives.
2. Manages calendars and coordinates meetings for leadership/faculty.
3. Develops itineraries for faculty recruitment visits; coordinates travel; arranges internal and external meetings to include venue selection, catering requirements, and all relative logistics.
4. Develops meeting materials, agendas, and meeting notes upon request.
5. Produces correspondence, reports, and presentations using Microsoft Office Suite applications.
6. Reconciles purchasing card, submits expense reports, purchase orders, and check requests.
7. Practices project management, work task breakdowns, prioritization, and scheduling.
8. Works with Division Leadership to streamline office workflows for maximum efficiency of work group or team.
9. May orient and coach other Administrative Professionals (AP) across the organization and/or lead committees specific to AP work.
10. Manages department lists and directories; creates and maintains departmental organization charts.
11. Leads medium to large scale projects and performs other duties inherent to a successful project.
12. Other job functions as assigned.

Clinical Job Functions:
1. Partners with clinicians to support a subspecialty program's patients throughout their care pathway. This position will assist in patient onboarding and program specific initiation activities, scheduling initial visits and related testing (when appropriate) and scheduling follow up appointments and procedures as deemed appropriate by the clinical team.
2. Supports the coordination of the subspecialties clinical meetings by creating agendas, taking minutes, identifying administrative tasks to support patient needs.
3. Maintains program-specific content for Divisional website (Lurie and NU) and works with appropriate departments to update content routinely. Collaborates with Marketing to create and distribute marketing/promotional materials.
4. Partners with central scheduling and registration teams to manage the request for service workqueues associated with their subspecialty focus.
5. Coordinates complex patient schedules involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.
6. Functions as liaison between patients, families and the clinical team. Assists families in navigating the Lurie system. This could include working in clinic, meeting with families to go over appointment scheduling and follow-up visits and coordinating with ancillary departments.
7. Collaborates with central registration to ensure patients have updated insurance information, prior authorization is initiated in advance of the rendered service, and referrals are obtained, if appropriate.
8. Other job functions as assigned.

KSA:

• Bachelor's Degree preferred; minimum of 3+ years' in a comparable role preferred. Hospital or physician office experience preferred.
• Excellent written and verbal communication skills, self-motivated and professional.
• Solid time management / problem solving skills with the ability to prioritize work to meet stringent deadlines.
• Ability to work independently and complete tasks with accuracy and minimal direction.
• Proficient in Microsoft Word, Excel and PowerPoint; advanced proficiency in Outlook required.
• Ability to develop and sustain a professional relationship with staff and all levels of leadership.
• Must display a high level of integrity and appropriately manage confidential information, meeting all compliance standards.

Administrative Professionals Core Competencies

• Accountability: Acknowledges and assumes responsibility for one's actions within their role
• Exhibits willingness to report, explain, and be answerable
• Demonstrates a high level of care, accuracy and thoroughness
• Effectively and efficiently manages time, efforts, and workload
• Communication: Demonstrates good written, oral and listening skills
• Clearly conveys and receives information and ideas through a variety of media in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback
• Keeps others informed as appropriate
• Readily shares information, knowledge and personal strengths with others
• Continuous Learning: Applies performance measures to everyday work, not just for the annual review
• Pursues training and development opportunities consistent with career objectives
• Applies positive and negative lessons to improve personal effectiveness
• Professionalism: Creates and fosters collegial relationships to facilitate projects and/or common goals
• Presents self to colleagues and patients/internal customers in a manner appropriate for the workplace
• Remains positive, flexible and productive through changes, transitions, and difficult situations
• Service: Determines the wants and needs of patient/internal customers and acts accordingly
• Provides excellent customer service

Education

Bachelor's Degree: Business Administration/Management (Required)

Pay Range

$21.00-$32.55 Hourly

At Lurie Children’s, we are committed to competitive and fair compensation aligned with market rates and internal equity, reflecting individual contributions, experience, and expertise. The pay range for this job indicates minimum and maximum targets for the position. Ranges are regularly reviewed to stay aligned with market conditions. In addition to base salary, Lurie Children’s offer a comprehensive rewards package that may include differentials for some hourly employees, leadership incentives for select roles, health and retirement benefits, and wellbeing programs.

Benefit Statement

For full time and part time employees who work 20 or more hours per week we offer a generous benefits package that includes:

• Medical, dental and vision insurance
• Employer paid group term life and disability
• Employer contribution toward Health Savings Account
• Flexible Spending Accounts
• Paid Time Off (PTO), Paid Holidays and Paid Parental Leave
• 403(b) with a 5% employer match
• Various voluntary benefits:
• Supplemental Life, AD&D and Disability
• Critical Illness, Accident and Hospital Indemnity coverage
• Tuition assistance
• Student loan servicing and support
• Adoption benefits
• Backup Childcare and Eldercare
• Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members
• Discount on services at Lurie Children’s facilities
• Discount purchasing program

There’s a Place for You with Us

At Lurie Children’s we embrace and celebrate diversity and equity in a serious way. We are committed to building a team with a variety of backgrounds, skills, and viewpoints — recognizing that diverse identities strengthen our workplace and the care we can provide to the Chicago community and beyond.

Lurie Children’s and its affiliates are equal employment opportunity employers. We value diversity and are committed to creating an inclusive environment for all employees.

Support email: [e-mail]