Administrative Assistant III-OBGYN Research

Nevada System of Higher Education•Evanston, IL

8d•$23 - $35•Hybrid

About The Position

The Administrative Assistant III will provide advanced administrative support to the OBGYN Department Chair, the Executive Director of ILPQC, Principal Investigators and the research teams. This role requires a high level of professionalism, discretion, and the ability to handle complex tasks in a dynamic healthcare environment. The ideal candidate has a passion for customer service and an enthusiasm to improve the lives of women and birthing people through groundbreaking research and quality initiatives.

Requirements

3 Years Administrative experience, preferably in a healthcare or hospital setting is required.

Nice To Haves

Bachelor's Degree Preferred

Responsibilities

Serve as the primary point of contact for the Executive Director of ILPQC, managing her schedules, correspondence, and communications.
Coordinate and manage appointments, meetings, travel and conference calls, ensuring the efficient use of their time.
Draft, edit, and proofread executive-level emails, memos, reports, and other documents, including slides, poster printing and preparation for presentations and speaking engagements
Ensure all communication is professional and reflects the Principal Investigator’s voice and objectives.
Generate and compile reports, data analyses, and presentations for leadership decision-making.
Work closely with research staff and Principal Investigators to facilitate research within the OBGYN, Pediatrics and Family Medicine Departments
Maintain and update electronic health records (EHR) and hospital databases with the utmost accuracy and adherence to healthcare regulations.
Maintain files and records on current and past studies
Collaborate on special projects and strategic initiatives, conducting research, data analysis, and presenting findings.
Process invoices, monitor spending, and reconcile financial statements for the research team.
Oversee office operations and supplies, ensuring smooth day-to-day functioning.
Assist in the onboarding of new administrative team members and contribute to their training.
Coordinate logistics, such as room set-up, audio-visual needs, registration set-up and catering and other event coordination.
Keep research staff lists, organizational charts and clinical office personnel lists up to date
Process contingent worker paperwork, parking forms, ordering keys
Make copies of flyers, consent forms, informational pamphlets; create folders
Write, do research for, and publish department newsletter
Take and distribute minutes (ie. community advisory board and data safety monitoring board meetings)
Run errands outside of the hospital on behalf of the departments
Plan and execute celebrations, seminars, and training days at the hospital and external locations within budget
Use Epic to update patient records with study materials
Assist in onboarding and training new employees
Perform maintenance of office space and technology
Handle sensitive and confidential information with discretion and professionalism

Benefits

Premium pay such as shift, on call, holiday and more based on an employee’s job (For eligible positions)
Incentive pay for select positions
Opportunity for annual increases based on performance
Career Pathways to Promote Professional Growth and Development
Various Medical, Dental, Pet and Vision options
Tuition Reimbursement
Free Parking
Wellness Program Savings Plan
Health Savings Account Options
Retirement Options with Company Match
Paid Time Off and Holiday Pay
Community Involvement Opportunities