ADMINISTRATIVE ASSISTANT III - CENTRAL FILL PHARMACY

LOCATION: JOHN H. STROGER JR. HOSPITAL
DEPARTMENT: CENTRAL FILL PHARMACY

SHIFT: 8:00AM - 4:00PM

JOB SUMMARY RWDSU LOCAL 200

The Administrative Assistant III will serve a pivotal role providing staff support to both primarily the Health Center and the Department Leadership Team and provide support on a daily basis for Patient Satisfaction initiatives. This position will perform the following on a daily basis: schedule and organize meetings, conferences and presentations; manage calendars; act as receptionist; address departmental communication by responding to inquiries via email and phone; prepare simple correspondence; update budgets and review expense reports; maintain inventory; update and maintain department records; assist with onboarding new personnel; monitor the credentialing process; liaise with other departments and personnel; and performs all other related duties as assigned

Typical Duties

• Maintains documents related to compliance with legal and regulatory bodies and the operation of the department.
• Distributes copies of current and updated policies procedures, protocols, interagency agreements and directives to all departmental services.
• Orients new hires to time and attendance requirements and departmental expectations.
• Assists in planning and maintaining the department budget and staffing.
• Prepares documents related to the hiring process, including Requests to Hire, and candidate packets.
• Completes purchase requisitions and any other documents needed for equipment and reimbursements.
• Adheres to the Cook County Health & Hospitals System (CCHHS) and departmental confidentiality policies related to patient care and sensitive activities, including personnel related actions.
• Determines priority of work as assigned and completes assignments by intended target dates.
• Completes clerical duties including answering the telephone, responding to correspondence, sorting and distributing the mail, filing, typing, and other clerical responsibilities as assigned.
• Performs payroll functions for department, including the completion of payroll correction forms and maintenance of leave documents, monitors time and attendance.
• Maintains a database to monitor time and attendance, including tardiness, dock time, FMLA use and missing punches for every department employee and contractor.
• Submits requests for the repair and maintenance of office equipment for the department; maintains a par stock of supplies for the department.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• High School diploma or GED (Must provide proof at time of interview)
• Three (3) years of prior experience providing administrative support to a department or a member of management
• One (1) year of experience with one or more the following activities: scheduling events with multiple participants, updating records and reports, and experience responding to basic e-mail communications
• Intermediate experience in Microsoft Office applications including Excel, Word, and PowerPoint (MS Office testing will be administered, 70% minimum proficiency rate is required.)

MUST MEET ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING.

KNOWLEDGE, SKILLS AND ABILITIES

• Intermediate knowledge of Microsoft Office
• Knowledge of departmental and hospital policies/procedures
• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Strong customer service and empathy skills
• Demonstrates good computer and typing skills
• Demonstrate good phone and email etiquette skills with strong response times
• Demonstrate analytical and organizational, problem-solving, critical thinking, and conflict management/resolution skills
• Demonstrate attention to detail, accuracy and precision
• 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 adhere to department policies and standards utilizing best practices
• Ability to maintain a professional demeanor and composure when challenged
• Ability to function autonomously and as a team member in a multidisciplinary team

VETERAN PREFERENCE PLEASE READ

When applying for employment with the Cook County Health & Hospital System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service

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