Medical Center Administrative Specialist

Rush University Medical Center; Chicago (IL); On-site; USD 26,000 - 37,000; Full time

Job summary

Rush University Medical Center in Chicago seeks an Administrative Assistant 2 to provide advanced administrative support within the RML Administration department. The role emphasizes efficient communication, initiative, and independent judgment to relieve management of administrative detail.

The position requires a High School Diploma, 3 years of healthcare-administrative experience, and strong Microsoft Office skills.

Qualifications

• High School Diploma.
• Three years of progressive experience in an administrative role, preferably in Healthcare.
• Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software.
• Excellent communication written and oral skills.
• Ability to analyze data.
• Ability to prioritize multiple initiatives.
• Ability to produce accurate documents and reports.
• Ability to work in complex administrative systems.
• Ability to interact effectively with internal and external customers.

Responsibilities

• Meets the administrative needs of department management and staff members.
• Coordinates department specific programs or meetings as assigned: planning, preparation of materials, implementation and evaluation.
• Assists management with budgetary issues.
• Composes business documents as assigned.
• Designs reports to support operations.
• Independently creates correspondence such as follow up to meetings, response to employees etc.
• Plans employee and departmental special events.
• Writes, edits and formats content of departmental communication.
• Provides instruction to departmental staff regarding computer applications.
• Assures appropriate resources are available for staff to be successful in their role.
• Maintains a calendar for staff availability and schedules.
• Provides support for select quality and operational committees including recording and distributing minutes.
• Appropriately follow-ups on action between meetings.
• Distributes reports, agendas and other materials for programs.
• Maintains attendance records and prepares reports as necessary for the program.
• Investigates and resolves invoicing issues as it relates to vendors or fiscal activities and Accounting Units.
• Creates and maintains expense files for the Accounting Unit activities.
• Prepares and maintains an electronic file to trend programmatic expenses and contribute to the budget process.
• Identifies and implements improvements in office efficiencies
• Initiates and/or reconciles check requests, purchase orders, travel vouchers as indicated for the department cost centers.
• Independently makes travel arrangements for the management.
• Prioritizes incoming communication, requests for meeting and escalates appropriate items to management’s attention.
• Maintains a working knowledge of Rush standard computer applications.
• Coordinates manager and staff office space, such as telephone changes, movement of equipment, maintenance requests, etc. which support administrative operations.

Skills

Advanced Excel

Office suite

Scheduling/calendar software

Data analysis

Written & verbal communication

Multitasking

Customer interaction

Education

High School Diploma

Bachelor’s degree (preferred)

Tools

Excel

Access

PowerPoint

Job description

Rush University Medical Center in Chicago seeks an Administrative Assistant 2 to provide advanced administrative support within the RML Administration department. The role emphasizes efficient communication, initiative, and independent judgment to relieve management of administrative detail.

The position requires a High School Diploma, 3 years of healthcare-administrative experience, and strong Microsoft Office skills.