Care Management Assistant

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

Job summary

Trinity Health in Illinois seeks a Care Management Assistant to provide comprehensive administrative and secretarial support to the Social Services leadership. The role relieves supervisors of routine tasks and ensures smooth office operations in a fast-paced environment.

The ideal candidate is highly organized, communicates clearly, and can manage multiple priorities with minimal supervision. Hours are 8am–4:30pm, Monday through Friday, with no weekends or holidays.

Qualifications

• High School Diploma or equivalent; Associate degree preferred in business/admin or related field.
• 3–5 years of administrative, executive support, or office management experience.
• Proficiency with Microsoft Word/Excel/PowerPoint; 55 wpm typing; experience with enterprise systems like GroupWise, Lawson, Kronos.

Responsibilities

• Answer, screen, and direct incoming phone calls.
• Manage calendars, schedule meetings, and coordinate travel.
• Prepare materials, take minutes, and distribute summaries.
• Draft correspondence, reports, and presentations.
• Coordinate special projects and events; summarize findings in reports.

Skills

MS Word

MS Excel

MS PowerPoint

Typing 55 wpm

GroupWise

Kronos

Project coordination

Education

High School Diploma

Associate degree (Business Admin)

Tools

Lawson

Job description

Employment Type:Full timeShift: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

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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.