Administrative Assistant

Loretto Hospital • Chicago, IL

42d

About The Position

Under the direction of the Chief Medical Officer, the Administrative Assistant is responsible for day-to-day operation of the medical staff office, managing the interface between the hospital and the medical staff consistent with administrative and departmental policies and procedures and medical staff bylaws and rules and regulations. The administrative This position will provide administrative support to the psychiatry residency program and the Program Director by attending meetings, updating the ADS, and coordinating lectures and other educational experiences. The position requires maintaining absolute confidentiality of all business/work and medical staff information. The position requires flexibility and the ability to manage many tasks at one time.

Requirements

• High School Diploma or GED required.
• 3 yrs of management level or higher administrative assistant experience

Nice To Haves

• Bachelor’s Degree Preferred
• Previous experience with ADS and ERAS preferred

Responsibilities

• Maintain schedules, calendars, dissemination of memos, assistance in quality related report preparation.
• Prepares and distributes Medical Staff monthly hospital Physician schedules throughout the hospital, including vacation memo distribution, ER On-Call Schedule for Primary and Specialty physicians, and communicates with individual physicians as to their available days for ER call.
• Works with contracted physician vendors to ensure staffing and schedules are disseminated to appropriate parties
• Develops agendas and prepares packets for Department/Section/Committee meetings.
• Responsible for attending assigned Department/Section meetings and Medical Staff Committee meetings; records and transcribes minutes of the meeting proceedings and prepares formal reports.
• Works closely with the quality and legal departments to ensure all communications, minutes and reports meet ACHC and IDPH compliance.
• Provides consultative support to medical staff officers, clinical department chairs and medical staff committee chairs, to facilitate fulfillment of their roles and responsibilities.
• Coordinates with all team leaders and SLT members in regard to follow up needed from Medical Staff committee action items.
• Assists in managing the flow of information between Medical Staff Office, MEC committee members, Medical Staff Leadership (including the Service, Department and Section Chairpersons) and the Chief Medical Officer.
• Coordinates with Credentialing Coordinator to ensure efficiency and collaboration related to onboarding of all medical staff personnel.
• Assists the Credentialing Coordinator with any medical staff related events including, but not limited to the golf outing, dinner dances and spring social events.
• Schedule and attend all GME meetings.
• Take and distribute minutes of GME meetings.
• Update ADS in timely manner.
• Coordinate lectures and grand rounds.
• Coordinate resident CCC and program evaluations.
• Prepare payroll submissions for residents.
• Coordinate resident onboarding, including hospital orientation, computer and EMR access.
• Maintain up to date knowledge of ACGME program and institutional requirements and State of Illinois licensing requirements.
• Assist with residency applications using ERAS.
• Understands and adheres to Loretto Hospital’s compliance standards as they appear in the Compliance Policy, Code of Conduct and Conflict of Interest Policy.
• Keeps abreast of all pertinent federal, state and Hospital regulations, laws, and policies as they presently exist and as they change or are modified

Benefits

• Competitive Compensation: Along with a competitive salary, Loretto Hospital offers a comprehensive, competitive benefits package including health, dental, vision, retirement savings plans, and paid time off.
• Career Development: Loretto Hospital is a vibrant community of professionals dedicated to administering excellent patient care. Whether you are pursuing a career in allied health, support services, clinical or nursing support, or professional administration, Loretto Hospital is a tremendous place to grow as a health care professional.
• Work Environment: As a not-for-profit, community-focused hospital, Loretto Hospital is truly a place where patients come first. We are seeking team members who not only support our mission, but who are customer service-driven and who desire to enhance the patient experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees