Administrative Assistant II

Trinity Health•Maywood, IL

5d•$18 - $28

About The Position

Loyola Medicine, a member of Trinity Health, is a nationally ranked academic, quaternary care system based in Chicago's western suburbs. The Administrative Assistant II provides comprehensive administrative and executive support to department leadership by managing day-to-day office operations, prioritizing administrative activities, coordinating communications, and supporting departmental projects. The role helps ensure efficient office operations through organization, planning, information management, and customer service, and supports special projects by researching, gathering, analyzing, and summarizing information to support organizational objectives. The position manages faculty schedules, timekeeping, paid time off and continuing medical education time, and related leave records. It monitors faculty compliance requirements and maintains education, credentialing, training, and onboarding documentation. The role prepares and distributes correspondence, reports, presentations, and other business documents; maintains departmental spreadsheets, databases, dashboards, tracking tools, records, and electronic filing systems; and uses Microsoft 365 applications to support communication, collaboration, document management, and reporting while protecting data integrity and confidentiality. The Administrative Assistant II also processes purchase requisitions, expense reports, and other financial documentation, monitors departmental expenses, and oversees office supplies, equipment, and facility needs. This is a full-time, day-shift role. The stated pay range is $18.16–$28.14 per hour; actual compensation may vary based on factors including experience, qualifications, education, location, and other stated considerations.

Requirements

High school diploma or GED.
3–5 years of previous job-related experience.
Strong written and verbal communication skills to communicate professionally with physicians, leadership, staff, learners, and external stakeholders.
Excellent organizational, problem-solving, and project coordination skills, with strong attention to detail.
Strong critical-thinking, analytical, and problem-solving skills.

Nice To Haves

Administrative or technical background acquired through completion of 2–3 years of college.
6–10 years of previous job-related experience.
Experience supporting physician leaders, department chairs, directors, or senior leadership.
Experience coordinating departmental meetings, committees, educational activities, and administrative projects.
Proficiency with Microsoft 365 applications, including Outlook, Teams, SharePoint, OneDrive, Word, Excel, and PowerPoint.

Responsibilities

Manage faculty schedules, timekeeping, paid time off (PTO), continuing medical education (CME) time, and related faculty leave records.
Monitor faculty compliance requirements and maintain education, credentialing, training, and onboarding documentation files.
Prepare and distribute correspondence, reports, presentations, and other business documents.
Maintain departmental spreadsheets, databases, dashboards, and tracking tools on cloud-based platforms.
Use Microsoft 365 applications to support communication, collaboration, document management, and reporting.
Maintain accurate departmental records and electronic filing systems while ensuring data integrity and confidentiality.
Process purchase requisitions, expense reports, and other financial documentation.
Monitor departmental expenses and oversee office supplies, equipment, and facility needs.
Research, gather, analyze, and summarize information for special projects supporting organizational objectives.
Support day-to-day office operations and departmental projects through organization, planning, information management, and customer service.