Administrative Admin

Trinity Health•Maywood, IL

1d•$17 - $27•Onsite

About The Position

Loyola Medicine, a member of Trinity Health, is a nationally ranked academic, quaternary care system based in Chicago's western suburbs. With its main campus at Loyola University Medical Center, Loyola Medicine is part of a comprehensive three-hospital system including Loyola University Medical Center, Gottlieb Memorial Hospital, and MacNeal Hospital. If you’re passionate about delivering exceptional care and making a difference in the lives of our communities, join the Loyola team as an Administrative Assistant and become Loyola Strong! We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support the Department of Anesthesiology. The ideal candidate will play a vital role in providing administrative support to faculty, residents, and clinical staff, managing schedules, coordinating meetings, and ensuring smooth departmental operations. This position requires exceptional multitasking abilities, excellent communication skills, and a strong work ethic in a fast-paced healthcare environment.

Requirements

High School Diploma or equivalent with training acquired through work experience or education.
6-10 years of job-related experience in an administrative or secretarial role.

Nice To Haves

2-3 years of college education or equivalent administrative/technical background, ideally in Business.
10+ years of job-related experience is a plus.

Responsibilities

Proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams, and SharePoint) required
Serve as the first point of contact, greeting visitors and maintaining a professional environment.
Manage office supplies, equipment, and inventory.
Keep office space clean and organized.
Coordinate meetings, department conferences, and events for faculty, fellows, residents and staff.
Manage and update calendars for leadership, physicians, and residency programs.
Ensure timely reminders and preparation for scheduled events.
Handle phone calls, messages, and inquiries professionally.
Draft, proofread, and distribute emails, memos, and meeting minutes.
Facilitate communication between faculty, clinical teams, and administration.
Organize and maintain physical and digital records.
Prepare monthly expense reports
Ensure confidentiality and data security compliance.
Provide excellent service to faculty, residents, staff, and vendors.
Address inquiries, resolve issues, and direct individuals appropriately.
Maintain faculty schedules, create call schedule, and residency program data.
Track credentialing, licensure, and continuing education requirements.
Update daily staffing calendar (Qgenda) and generate daily schedule/reports