Administrative Assistant - Clinical and Academic - Orthpaedics

Ann & Robert H. Lurie Children's Hospital of Chicago•Chicago, IL

About The Position

The Administrative Assistant provides a wide range of administrative support to leaders to facilitate the efficient operation of the Orthopaedics unit, department, or division. The role supports clinical and academic schedules and coordinates administrative tasks, communications, records, supplies, and expense reimbursements. Clinical responsibilities include scheduling appointments, procedures, surgeries, and ancillary testing; coordinating complex patient visits across departments, providers, affiliate organizations, and outreach sites; and helping obtain medical records, prior authorizations, and referral information. The assistant works with central scheduling and registration teams to track patients needing services, keep insurance information current, and coordinate referrals and authorizations. The position also serves as a liaison for patients and families, helping them navigate the hospital system and coordinate appointments and services. The role requires a high school diploma or equivalent, proficiency with Microsoft Office, strong communication and customer-service skills, attention to detail, discretion, prioritization, and problem-solving ability. Two years of general office or administrative experience is preferred; hospital or physician-office experience is also preferred.

Requirements

High school diploma or equivalent required.
Proficiency in Microsoft Office Suite applications.
Ability to operate standard office equipment and resolve standard problems.
Excellent written and verbal communication skills.
Ability to prioritize projects and strong problem-solving skills.
Demonstrated attention to detail, accuracy, and discretion.
Ability to provide high-quality customer service to patients and families, employees, leaders, and external vendors.

Nice To Haves

A minimum of two years of general office or administrative experience preferred.
Hospital or physician-office experience preferred.

Responsibilities

Provide general administrative support to leaders.
Schedule and maintain calendars, meetings, travel itineraries, and inpatient, outpatient, service-call, and academic schedules as needed.
Handle telephone calls and visitors, troubleshooting and resolving routine and some complex inquiries.
Organize electronic and hard-copy filing systems, scan documents to appropriate locations, and maintain divisional files.
Receive clinically related messages, calls, and correspondence and route them to the appropriate care team.
Maintain provider credentialing activities, which may include academic resumes, professional memberships, and licensure.
Prepare and modify correspondence, reports, drafts, memos, and emails using Microsoft Office applications.
Open, sort, and distribute incoming electronic and paper correspondence.
Prepare and distribute meeting minutes as needed.
Maintain, order, and distribute office supplies as needed.
Proactively manage submission of reimbursements for approved faculty and staff expenses.
Perform other assigned job functions.
Schedule appointments and procedures for clinical staff, including outpatient visits, outpatient and inpatient surgical procedures, and ancillary testing.
Procure or disseminate medical records, prior authorizations, and primary-care referral information as needed for successful clinical encounters.
Coordinate complex patient visits involving multiple departments and providers, including affiliate organizations and outreach sites.
Partner with central scheduling and registration teams to manage lists of patients needing services through work queues or other methods.
Act as a liaison between patients, families, and the clinical team, helping families navigate the Lurie system and coordinate appointments and ancillary services.
Collaborate with central registration to ensure patient insurance information is updated, prior authorization is initiated before services, and referrals are obtained when appropriate.

Benefits

Medical, dental, and vision insurance.
Employer-paid group term life and disability insurance.
Employer contribution toward a Health Savings Account.
Flexible Spending Accounts.
Paid Time Off (PTO), paid holidays, and paid parental leave.
403(b) 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.
Discount on services at Lurie Children’s facilities.
Discount purchasing program.
Differentials for some hourly employees, leadership incentives for select roles, and wellbeing programs may be included in the rewards package.