Administrative Assistant Sr - Clinical and Academic

Ann & Robert H. Lurie Children’s Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do. Ann & Robert H. Lurie Children’s Hospital of Chicago is ranked in all 10 specialties by the U.S. News & World Report.

Location

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

Job Description

Administrative Assistant Sr - Clinical and Academic

Medical Imaging

The Administrative Assistant Senior is responsible for performing a variety of administrative duties and managing complex projects and expenses that support clinical and operational initiatives within Departments/Divisions.

Min Quals:

• Bachelor's Degree preferred; minimum of 3+ years' in a comparable role preferred. Hospital or physician office experience preferred.

• Proficient in Microsoft Word, Excel and PowerPoint; advanced proficiency in Outlook required.

• Excellent written and verbal communication skills, self-motivated and professional.

• Experience with meeting minutes and agendas preferred

• Solid time management / problem solving skills with the ability to prioritize work to meet stringent deadlines.

• Ability to work independently and complete tasks with accuracy and minimal direction.

• Ability to develop and sustain a professional relationship with staff and all levels of leadership.

• Must display a high level of integrity and appropriately manage confidential information, meeting all compliance standards.

Job Duties:
1. Provides advanced administrative assistance to clinical and/or operational initiatives.
2. Manages calendars and coordinates meetings for leadership/faculty.
3. Develops itineraries for faculty recruitment visits; coordinates travel; arranges internal and external meetings to include venue selection, catering requirements, and all relative logistics.
4. Develops meeting materials, agendas, and meeting notes upon request.
5. Produces correspondence, reports, and presentations using Microsoft Office Suite applications.
6. Reconciles purchasing card, submits expense reports, purchase orders, and check requests.
7. Practices project management, work task breakdowns, prioritization, and scheduling.
8. Works with Division Leadership to streamline office workflows for maximum efficiency of work group or team.
9. May orient and coach other Administrative Professionals (AP) across the organization and/or lead committees specific to AP work.
10. Manages department lists and directories; creates and maintains departmental organization charts.
11. Leads medium to large scale projects and performs other duties inherent to a successful project.
12. Other job functions as assigned.

Clinical Job Functions:
1. Partners with clinicians to support a subspecialty program's patients throughout their care pathway. This position will assist in patient onboarding and program specific initiation activities, scheduling initial visits and related testing (when appropriate) and scheduling follow up appointments and procedures as deemed appropriate by the clinical team.
2. Supports the coordination of the subspecialties clinical meetings by creating agendas, taking minutes, identifying administrative tasks to support patient needs.
3. Maintains program-specific content for Divisional website (Lurie and NU) and works with appropriate departments to update content routinely. Collaborates with Marketing to create and distribute marketing/promotional materials.
4. Partners with central scheduling and registration teams to manage the request for service workqueues associated with their subspecialty focus.
5. Coordinates complex patient schedules involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.
6. Function as liaison between patients, families and the clinical team. Assist families in navigating the Lurie system. This could include working in clinic, meeting with families to go over appointment scheduling and follow-up visits and coordinating with ancillary departments.
7. Collaborates with central registration to ensure patients have updated insurance information, prior authorization is initiated in advance of the rendered service, and referrals are obtained, if appropriate.
8. Other job functions as assigned.

Education

Bachelor's Degree: Business