ADMINISTRATIVE ASSISTANT IV- MEDICINE

DEPARTMENT: MEDICINE

LOCATION: John H. Stroger Jr. Hospital
SHIFT: 8:00am to 4:00pm

Job Summary RWDSU 200

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.

Typical Duties:

• 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.

Minimum Qualifications

• High School Diploma or GED (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
• Two (2) years of experience scheduling events, conferences, department wide training or other multi participant activities.
• Prior experience gathering and tracking departmental information and maintaining departmental reports.
• Prior experience coordinating and tracking short term projects within the department
• Experience managing email and written communication
• Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook
• Knowledge, Skills, Abilities and Other Characteristics
• Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook (MS Office testing will be administered, 70% minimum proficiency rate is required)

Knowledge, Skills, Abilities and Other Characteristics

• Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook
• Thorough knowledge of the principles and techniques of office practices and procedures
• Excellent interpersonal, verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Organizational and Project Management Skills
• Excellent customer service skills
• Demonstrated good computer and keyboarding skills
• Demonstrated good phone and email etiquette skills with strong response times
• Demonstrated analytical and organizational, problem-solving, critical thinking, and conflict management/resolution skills
• Demonstrated attention to detail, accuracy and precision
• Demonstrated positive and proactive approach to work
• Ability to think and make decisions independently
• Ability to perform general office administration activities (copying, faxing, filing)
• Ability to prioritize, plan, and organize projects and tasks
• Ability to multi-task and meet deadlines in a fast paced and stressful environment
• Ability to maintain a professional demeanor and composure when challenged
• Ability to function autonomously and as a team member in a multidisciplinary