Administrative Assistant - Clinical and Academic - Divisions of Advanced General Pediatrics and Primary Care & Community Based Medicine

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

2d•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 providing general administrative support, managing calendars, meetings, and travel itineraries, handling calls and visitors, organizing filing systems, and preparing documents. Additionally, the position involves clinical support functions such as scheduling appointments and procedures, coordinating patient visits, and acting as a liaison between patients, families, and the clinical team. The role requires collaboration with central scheduling and registration teams to ensure patient information is up-to-date and referrals are obtained.

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

Provides general administrative support to leaders.
Schedules and maintains calendars, meetings and travel itineraries.
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, sorts and distributes incoming electronic and paper correspondence.
Prepares and distributes minutes of meetings, as needed.
Maintains, orders and distributes office supplies, as needed.
Proactively manages submission of reimbursements for approved faculty and staff expenses.
Schedules appointments and procedures for clinical staff.
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 lists of patients in need of services.
Functions as liaison between patients, families and the clinical team.
Assists families in navigating the Lurie system.
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
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