Administrative Assistant - Clinical and Academic

Ann & Robert H. Lurie Children's Hospital of Chicago•Chicago, IL

6d•Onsite

About The Position

The Administrative Assistant performs a wide range of administrative support responsibilities for leaders to help facilitate the efficient operation of the Unit/Department/Division. This role involves both administrative and clinical functions, supporting leaders, managing schedules, handling communications, coordinating patient care logistics, and assisting families in navigating the hospital system.

Requirements

High school diploma or equivalent required.
A minimum of two years general office or administrative experience preferred.
Hospital or physician office experience preferred.
Proficiency in Microsoft Office Suite applications.
Ability to operate standard office equipment and resolve standard problems.
Excellent communication skills – written and verbal.
Ability to prioritize projects and strong problem solving skills.
Demonstrated attention to detail, accuracy, and discretion.
Ability to provide high level of quality customer service to patient/families, employees, leaders, and external vendors.

Responsibilities

Provide general administrative support to leaders.
Schedules and maintains calendars, meetings and travel itineraries, as needed. This may include inpatient or service call, outpatient clinics, and academic schedules.
Handles telephone calls and visitors; troubleshoots and resolves routine and some complex inquiries.
Organizes electronic and hard copy filing system, scans documents to appropriate locations, and maintains divisional files.
Receives clinically related messages, phone calls, or correspondence and routes to the appropriate care team.
Maintains provider credentialing activities which may include academic resume, professional memberships, and licensure.
Prepares and modifies documents including correspondence, reports, drafts, memos and emails using MS Office Suite of applications.
Opens, sort and distribute incoming electronic and paper correspondence.
Prepares and distributes minutes of meetings, as needed.
Maintains, orders and distribute office supplies, as needed.
Proactively manages submission of reimbursements for approved faculty and staff expenses.
Performs other job functions as assigned.
Schedule appointments and procedures for clinical staff. This may include outpatient office appointments, outpatient and inpatient surgical procedures, and ancillary testing.
Procurement or dissemination of medical records, prior authorizations, and/or primary care referral information as needed to assure a successful clinical encounter.
Coordinates complex patient visits involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.
Partners with central scheduling and registration teams to manage, via work queues or other methods, lists of patients in need of services.
Functions as liaison between patients, families and the clinical team.
Assists families in navigating the Lurie system. This could include working in clinic, meeting with families to go over appointment scheduling visits and coordinating with ancillary departments.
Collaborates with central registration to ensure patients have updated insurance information, prior authorization is initiated in advance of the rendered service, and referrals are obtained if appropriate.

Benefits

Medical, dental and vision insurance
Employer paid group term life and disability
Employer contribution toward Health Savings Account
Flexible Spending Accounts
Paid Time Off (PTO), Paid Holidays and Paid Parental Leave
403(b) with a 5% employer match
Various voluntary benefits: Supplemental Life, AD&D and Disability
Critical Illness, Accident and Hospital Indemnity coverage
Tuition assistance
Student loan servicing and support
Adoption benefits
Backup Childcare and Eldercare
Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members
Discount on services at Lurie Children’s facilities
Discount purchasing program