Administrative Assistant Sr - Academic & Clinical, Center for Cancer & Blood Disorders

Lurie Children's Hospital•Chicago, IL

2d•$21 - $33•Onsite

About The Position

The Administrative Assistant Sr provides advanced administrative support for clinical and operational initiatives in the Center for Cancer & Blood Disorders. The role manages leadership and faculty calendars, coordinates meetings and faculty recruitment visits, develops meeting materials, prepares correspondence and reports, processes purchasing and expense documentation, and supports project management and office workflow improvements. It may also include coaching other administrative professionals, maintaining departmental directories and organization charts, and leading medium- to large-scale projects. In the clinical capacity, the position partners with clinicians to support patients throughout a subspecialty program's care pathway. It helps onboard patients and schedule initial visits, testing, follow-up appointments, and procedures as appropriate. The role coordinates complex schedules across departments, providers, affiliate organizations, and outreach sites; supports clinical meetings; maintains program-specific website content and assists with promotional materials; and works with scheduling, registration, and clinical teams on service requests, insurance information, authorizations, and referrals. It also serves as a liaison for patients and families, helping them navigate the hospital system and coordinate care. The position is based at the 875 N Michigan (John Hancock) location and is listed for the day shift. The job requires a bachelor's degree in Business Administration/Management. A bachelor's degree and at least three years of comparable experience are also described as preferred, along with hospital or physician office experience. The listed hourly pay range is $21.00–$32.55.

Requirements

Bachelor's degree in Business Administration/Management (required).
Excellent written and verbal communication skills; self-motivated and professional.
Solid time management and problem-solving skills, with the ability to prioritize work and meet stringent deadlines.
Ability to work independently and complete tasks accurately with minimal direction.
Proficiency in Microsoft Word, Excel, and PowerPoint; advanced proficiency in Outlook.
Ability to develop and sustain professional relationships with staff and all levels of leadership.
High integrity and ability to manage confidential information appropriately while meeting compliance standards.
Demonstrated accountability, care, accuracy, thoroughness, and effective workload management.
Effective written, oral, and listening communication skills, including keeping others informed and sharing information appropriately.
Willingness to pursue training and development, apply lessons learned, and master new ideas with minimal oversight.
Professionalism, flexibility, adaptability, and ability to maintain productive collegial relationships through change and difficult situations.
Ability to provide excellent service by identifying and responding to the needs of patients and internal customers.
Role-based competencies include accuracy and attention to detail, effective communication, managing multiple priorities, office administration, problem solving, and process improvement.

Nice To Haves

At least 3 years of experience in a comparable role.
Hospital or physician office experience.
A bachelor's degree is preferred in the general qualifications section.

Responsibilities

Provide advanced administrative assistance to clinical and operational initiatives.
Manage leadership and faculty calendars and coordinate meetings.
Develop itineraries for faculty recruitment visits; coordinate travel and arrange internal and external meetings, including venues, catering, and logistics.
Prepare meeting materials, agendas, and meeting notes upon request.
Produce correspondence, reports, and presentations using Microsoft Office applications.
Reconcile purchasing cards and submit expense reports, purchase orders, and check requests.
Apply project management, task breakdown, prioritization, and scheduling practices.
Work with Division Leadership to streamline office workflows.
Orient and coach other Administrative Professionals and/or lead committees related to administrative professional work, as needed.
Manage department lists and directories and create and maintain departmental organization charts.
Lead medium- to large-scale projects and perform related project duties.
Partner with clinicians to support subspecialty program patients throughout their care pathway, including onboarding and program initiation activities.
Schedule initial visits, related testing when appropriate, follow-up appointments, and procedures as directed by the clinical team.
Support subspecialty clinical meetings by creating agendas, taking minutes, and identifying administrative tasks to support patient needs.
Maintain program-specific content for the Divisional websites at Lurie and Northwestern University and coordinate routine updates.
Collaborate with Marketing to create and distribute marketing and promotional materials.
Work with central scheduling and registration teams to manage request-for-service workqueues for the subspecialty focus.
Coordinate complex patient schedules involving multiple departments and providers, affiliate organizations, and outreach sites.
Serve as a liaison between patients, families, and the clinical team; help families navigate the hospital system and coordinate appointments and ancillary services.
Collaborate with central registration to ensure insurance information is updated, prior authorization is initiated in advance of services, and referrals are obtained when appropriate.
Perform other duties as assigned.

Benefits

Medical insurance
Dental insurance
Vision insurance
Employer-paid group term life and disability coverage
Employer contribution toward a Health Savings Account
Flexible Spending Accounts
Paid Time Off
Paid holidays
Paid parental leave
403(b) retirement plan with a 5% employer match
Supplemental life, AD&D, and disability coverage
Critical illness, accident, and hospital indemnity coverage
Tuition assistance
Student loan servicing and support
Adoption benefits
Backup childcare and eldercare
Employee Assistance Program and specialized behavioral health services and resources for employees and family members
Discounts on services at Lurie Children’s facilities
Discount purchasing program
Potential differentials for some hourly employees, leadership incentives for select roles, and wellbeing programs