ADMINISTRATIVE ANALYST III - ACHN - ORAL HEALTH

Location: Professional Building, 1950 West Polk Street, Chicago, IL 60612

Department: ACHN - ORAL HEALTH

Shift: 8:00am - 4:00pm

Job Summary

The Administrative Analyst III will perform a wide variety of professional analytical and administrative duties in support of department functions, operations, and programs. The typical duties will consist of, but not limited to, personnel management/processing, assisting with budget management/analysis, purchase order and payment processing, data collection, analysis, interpretation and reporting, initiation of special projects and other specialized functions, and coordination of assigned activities with other departments, divisions, outside agencies, and the general public.

This position is exempt from Career Service under the CCH Personnel Rules.

Typical Duties

• Schedules interviews, initiates hiring, credentialing/re-credentialing and employment exit processes and monitors progress on an ongoing basis. Tracks the vacancy status of positions assigned to the department.
• Conducts department/division-level orientation and routine training. Ensures staff are trained to use systems/applications relevant to job functions. Evaluates competency on an on-going basis.
• Develops work schedules.
• Monitors compliance with all CCHHS mandatory requirements for employed staff members and voluntary providers within the department/division.
• May directly supervise other support staff members as applicable.
• Oversee timekeeping functions, verifies attendance records, maintains employee benefit time-off request records; consults with supervisor regarding time and attendance discrepancies; Troubleshoots payment/benefit time errors with payroll department.
• Assists leadership with development and management of department/division budgets.
• Initiates, coordinates and monitors purchasing and payment processes for goods and professional services with supply chain management and financial operations staff. Maintains purchasing and payment records in electronic and/or paper files.
• Collects, analyzes and interprets data and produces management reports (utilizing current software and/or applications) to support the department's/division's quality plan and operational needs.
• Coordinates department/division meetings, prepares agendas and minutes; creates and maintains meeting documentation in electronic and/or paper files.
• Works with Information Technology department to troubleshoot system and/or application problems.
• Collects material to review, investigate and resolve patient and employee complaints in conjunction with other relevant CCH staff.
• Develops and maintains positive relationships with coworkers, patients and visitors.
• Serves as backup for other higher level administrative support staff.
• Manages and/or participates in special projects.
• Performs other duties as assigned.

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• Minimum Qualifications

• High School Diploma (Must provide proof at time of interview) and seven (7) years of high level administrative experience supporting a department head or a senior leader OR
• Bachelor's degree from an accredited college or university (Must provide official transcripts at time of interview) and three (3) years of high level administrative experience supporting a department head or a senior leader is required
• One (1) year of experience as a supervisor or manager is required
• Prior experience assisting with budget management/analysis is required
• Prior experience leading projects and creating, gathering and tracking departmental reports is required
• Prior experience communicating with all levels of the organization is required
• Must be able to meet the Intermediate proficiency level using Microsoft Office (Word, Excel, PowerPoint) is required (MS Office testing will be administered, 70% minimum proficiency rate is required)
• Must be able to work in the evenings and on the weekends, when and as needed is required

Preferred Qualifications

• Prior experience as a supervisor or manager in a unionized environment is preferred
• Prior work experience in an academic healthcare organization is preferred
• Prior work experience in medical education or professional development is preferred

Knowledge, Skills, Abilities and Other Characteristics

• Working knowledge of payroll processing and time keeping methods
• Demonstrate the ability to maintain an organized electronic and paper filing system
• Excellent verbal and written communication skills necess