ADMINISTRATIVE ASSISTANT III - MEDICAL EDUCATION ADMINISTRATION

Cook County•Chicago, IL

11d•Onsite

About The Position

The Administrative Assistant III provides staff support to the Health Center and Department Leadership Team and supports daily Patient Satisfaction initiatives. Duties include scheduling and organizing meetings, conferences, and presentations; managing calendars; serving as a receptionist; responding to email and phone inquiries; preparing simple correspondence; updating budgets and reviewing expense reports; maintaining inventory and department records; assisting with onboarding; monitoring credentialing; and coordinating with other departments and personnel. The position also performs other related duties as assigned. The role maintains compliance and operational documents, distributes current policies and procedures, orients new hires to time and attendance requirements, and assists with budget and staffing administration. It prepares hiring documents, purchase requisitions, and reimbursement and equipment paperwork; maintains confidentiality; prioritizes assignments; performs clerical and payroll tasks; monitors employee and contractor time and attendance; and requests office-equipment repairs while maintaining supply stock. This position works in a healthcare environment and must follow hospital and department safety requirements, including personal protective equipment, hand hygiene, and applicable engineering and work-practice controls. The posted shift is 8:00 a.m. to 4:00 p.m. The position is covered by a collective bargaining agreement; Cook County will consider internal eligible applicants before external applicants.

Requirements

High school diploma or GED; proof must be provided at the time of interview.
At least three years of experience providing administrative support to a department or member of management.
At least one year of experience in one or more of the following: scheduling events with multiple participants, updating records and reports, or responding to basic email communications.
Intermediate experience with Microsoft Office applications, including Excel, Word, and PowerPoint; a Microsoft Office test is administered and a minimum proficiency score of 70% is required.
Intermediate knowledge of Microsoft Office and knowledge of departmental and hospital policies and procedures.
Strong verbal and written communication skills for communicating with staff at all levels and with patients from diverse cultures and age groups.
Customer service and empathy skills; good computer and typing skills; and professional phone and email etiquette with strong response times.
Analytical, organizational, problem-solving, critical-thinking, and conflict-management or resolution skills.
Attention to detail, accuracy, and precision; ability to prioritize, plan, and organize projects and tasks.
Ability to multitask and meet deadlines in a fast-paced, stressful environment; follow department policies and standards using best practices; maintain professional composure when challenged; and work autonomously and as part of a multidisciplinary team.
Must meet all required qualifications at the time of application filing.

Responsibilities

Schedule and organize meetings, conferences, and presentations; manage calendars.
Serve as receptionist and respond to departmental inquiries by email and phone.
Prepare simple correspondence and perform clerical duties, including sorting and distributing mail, filing, and typing.
Update budgets, review expense reports, and assist with department budget and staffing administration.
Maintain inventory, department records, and compliance documents; distribute current policies, procedures, protocols, agreements, and directives.
Assist with onboarding and orient new hires to time and attendance requirements and departmental expectations.
Monitor the credentialing process and liaise with other departments and personnel.
Prepare documents related to hiring, including Requests to Hire and candidate packets.
Complete purchase requisitions and documents for equipment and reimbursements.
Adhere to confidentiality policies related to patient care, sensitive activities, and personnel actions.
Prioritize assigned work and complete assignments by target dates.
Perform department payroll functions, complete payroll correction forms, maintain leave documents, and monitor time and attendance.
Maintain a time-and-attendance database covering tardiness, dock time, FMLA use, and missing punches for department employees and contractors.
Submit office-equipment repair and maintenance requests and maintain a par stock of department supplies.
Follow hospital and department safety requirements, including PPE, handwashing and sanitizing, and applicable engineering and work-practice controls.
Perform other duties as assigned.