Care Management Assistant

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

Job summary

Trinity Health is seeking a highly organized Care Management Assistant to provide comprehensive administrative support to the Social Services leadership. Responsibilities include handling communications, calendars, travel, and meeting minute distribution, while ensuring efficient office operations.

The role emphasizes strong organizational skills, attention to detail, and the ability to manage multiple priorities with limited supervision in a fast-paced environment.

Qualifications

• High School Diploma or equivalent required.
• Associate's degree or 2-3 years of college in Business/Office Administration preferred.
• 3-5 years of administrative or executive support experience required.
• Proficiency in Word, Excel, PowerPoint; experience with GroupWise, Lawson, Kronos.

Responsibilities

• Answer, screen, and direct incoming phone calls; take messages and referrals.
• Review and manage correspondence; maintain executive calendars; coordinate travel.
• Attend meetings, take minutes, and distribute summaries; track deadlines.
• Draft and edit correspondence, announcements, and reports; prepare presentations.
• Support projects by researching information and summarizing findings.
• Coordinate onsite meetings and departmental events; manage budgets and expenses.
• Establish and maintain filing systems; ensure confidentiality of records.
• Mentor junior administrative staff and oversee timekeeping processes.

Skills

Communication

Project coordination

Event planning

Data analysis

Timekeeping administration

Payroll corrections

Education

High School Diploma or equivalent

Associate's degree in Business Administration/Office Administration or related

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

GroupWise

Lawson

Kronos

Job description

Employment Type: Full time Shift: Description: Hours 8am to 4:30 pm, Monday thru Friday, no weekends, no holidays We are seeking a highly organized and proactive Care Management Assistant to provide comprehensive administrative and secretarial support to the Social Services department leadership. This role is responsible for relieving the supervisor of routine clerical and administrative responsibilities while ensuring the efficient operation of the office. The ideal candidate will possess exceptional communication, organizational, and project coordination skills and be able to manage multiple priorities with minimal supervision.

What You Will Do

Administrative Support (45%) Answer, screen, and direct incoming phone calls. Take messages and make appropriate referrals. Review and manage correspondence, including email communications as assigned. Maintain executive calendars, schedule meetings, appointments, and coordinate travel arrangements. Prepare meeting materials and ensure leaders have necessary documentation in advance. Attend meetings, take accurate minutes, and distribute meeting summaries. Track important deadlines and proactively bring critical dates to leadership's attention.

Communication & Reporting (20%) Draft and edit correspondence, announcements, reports, training materials, proposals, and recommendations. Compile, analyze, and organize data for operational reports. Assist in preparing presentations and materials for committee meetings and leadership reviews. Create narrative summaries and professional business communications.

Project Coordination & Event Planning (10%) Support special projects and initiatives assigned by leadership. Research information from internal, external, and online sources. Summarize findings into reports, spreadsheets, presentations, and graphs. Coordinate and execute onsite meetings, events, and departmental functions.

Budget, Inventory & Equipment Management (10%) Monitor departmental expenses and ensure appropriate expense allocation. Review expenditures for policy compliance and elevate concerns when necessary. Prepare purchase requisitions, check requests, and expense reports. Process purchase requisitions through Lawson or similar procurement systems. Manage office supply inventory and order supplies as needed. Coordinate maintenance and servicing of office equipment and facilities.

Records Management (5%) Establish and maintain accurate filing systems. Manage departmental records and documentation. Ensure confidentiality and proper retention of sensitive information.

Training & Mentoring (5%) Serve as a resource and mentor for junior-level administrative support staff. Provide guidance on administrative processes and best practices.

Timekeeping Administration (5%) Monitor departmental employee hours and attendance. Process payroll corrections and timekeeping errors through Kronos or similar systems. Ensure accuracy and compliance with timekeeping procedures.

What You Will Need

Required Education

High School Diploma or equivalent. Additional training acquired through work experience or formal education.

Preferred Education

Associate's degree or completion of 2-3 years of college coursework in Business Administration, Office Administration, or a related field.

Required Experience

3-5 years of administrative, executive support, or office management experience.

Technical Skills

Proficiency in: Microsoft Word Microsoft Excel Microsoft PowerPoint Keyboarding skills with a minimum typing speed of 55 words per minute. Ability to operate and troubleshoot standard office equipment. Experience using GroupWise, Lawson, Kronos, or similar enterprise systems. Strong project coordination and event planning experience. Data analysis and reporting capabilities.

Compensation

Salary 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.

Benefits

Click or copy URL to your browser: www.trinity-health.org/sites/default/files/my-benefits/Health-and-Wellbeing/Compliance/Illinois-Transparency-Law/Trinity-Health-Summary-of-Benefits-Illinois-Job-Req-Discloser-Law.pdf

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 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.