Administrative Assistant 2

Rush University Medical Center • Chicago, IL

74d • $18 - $29

About The Position

The Administrative Assistant 2 provides advanced support in managing the operational activities of the Department. The Administrative Assistant uses a pattern of orderly, efficient communication and a high degree of initiative and independent judgment to relieve management of administrative detail. The Administrative Assistant accepts appropriate responsibility and prioritizes multiple assignments and projects in a complex and constantly changing environment. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Requirements

• 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.

Nice To Haves

• Baccalaureate Degree.

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.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• 401k
• Paid time off
• Flexible scheduling

What This Job Offers

• Job Type: Full-time
• Industry: Hospitals
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees