Program Administrative Assistant—Skill Advancement

La-Rabida-Children; Chicago (IL); On-site; USD 47,000 - 63,000; Full time

Job summary

La Rabida Children's Hospital is seeking an Administrative Assistant for the Skill Advancement Program in Chicago. This full-time role supports payroll, reporting, and program administration in a not-for-profit setting.

You will manage timecards, reimbursements, budgets, vendor records, and new hire materials, while maintaining accurate HR and program data and assisting the Associate Director on hiring tasks.

Qualifications

• Proficiency in typing and computer skills (MS Office).
• Excellent written and verbal communication.
• Strong organizational abilities and time management.

Responsibilities

• Collects and tabulates statistics; submits reports via Excel/Word.
• Maintains payroll records; tracks PTO and vacation calendars.
• Liaises with Skills Advancement Coaching staff for timecards, reports, and schedules.
• Manages reimbursements for mileage, internet, cell phone; processes trainings/consultants payments.
• Prepares monthly expense reports and HR spreadsheets to keep program data current.
• Maintains database of personnel insurance; sends weekly renewal reminders.
• Assists Associate Director with new-hire processes and materials.
• Distributes new hire materials; maintains signature pages and master files.
• Tracks supplies and assets; logs inventory and returns; reorders with director approval.
• Supports data collection and trauma-informed committee work; collaborates with team.

Skills

Typing

MS Office

Verbal communication

Written communication

Organizational skills

Database setup

Education

High School or equivalent

Job description

La Rabida Children's Hospital is seeking an Administrative Assistant for the Skill Advancement Program in Chicago. This full-time role supports payroll, reporting, and program administration in a not-for-profit setting.

You will manage timecards, reimbursements, budgets, vendor records, and new hire materials, while maintaining accurate HR and program data and assisting the Associate Director on hiring tasks.