ADMINISTRATIVE ASSISTANT IV- PEDIATRICS

Cook County•Chicago, IL

16d•Onsite

About The Position

The Administrative Assistant IV provides administrative assistance to the assigned department. This is a highly confidential position involving sensitive information such as plans and initiatives, budget documents, and labor issues. A highly organized and proactive person is required for this position.

Requirements

High School Diploma or GED is required (to be provided at the time of interview)
Three (3) years of experience providing administrative support to a member of middle or upper management, or for multiple managers, or multiple departments is required
Two (2) years of experience scheduling events, conferences, department wide training or other multi participant activities is required.
Prior experience gathering and tracking departmental information and maintaining departmental reports is required.
Prior experience coordinating and tracking short term projects within the department is required.
Experience managing email and written communication is required.
Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook is required. (MS Office testing will be administered, 70%25 minimum proficiency rate is required).

Responsibilities

Maintains the daily calendar including coordination of meetings, preparing pertinent documents prior to the scheduled meetings, and taking/distributing minutes.
Plays an assertive role in assuring direct reports meet timelines for assignments as assigned.
Screens calls and visitors for urgency, route and resolve problems as they arise.
Writes correspondence, preparing reports and presentations as needed. Takes minutes of meeting, distributes to participants and maintains copies in files.
Frequently uses and creates calculating spreadsheets, Power Point presentations, word processing and schedule meetings through Outlook.
Receives and logs requests to hire, reviews for completeness resolving minor oversights. Informs of omissions or errors in paperwork. Logs in a database and is able to prepare reports upon request. Presents completed documents prior to approval meeting. Communicates position approval or deferment to staff.
Continuously strives to organize files / documents and streamline office processes. Creates and maintains a logical electronic filing system.
Maintains contact information for direct reports at the various affiliates and their designees.
Maintains a resource directory and cooperative relations with all staff throughout the system.
Handles reimbursements, processes payments, orders supplies, generates and follows with work orders.
Initiates and follows through with office cleaning requests, equipment repairs, phone, keys and computer issues; troubleshoots other issues as they arise.
Tracks time off for office staff and direct reports.
Must have a positive and proactive approach to work. Presents a professional business manner in appearance, verbal communication and in written correspondence.
Performs related duties as required.