IMH Project/Administrative Assistant - Clinical Excellence

Job Description

Join one of the nation’s most comprehensive academic medical centers, UChicago Medicine Ingalls Memorial Hosptial, as an IMH Project/Administrative Assistant in our Clinical Excellence department. This position is a 100% onsite opportunity. You will need to be based in the greater Chicagoland area.    

The Project/Administrative Assistant will provide comprehensive administrative support to the Clinical Excellence teams, focused on Ingalls Memorial Hospital, and will effectively enable the Clinical Excellence teams to focus efforts at achieving organizational quality, safety and risk mitigation goals by performing a wide variety of executive administrative and project coordination duties to support day to day operations and strategic work. This role is crucial in ensuring the smooth operation of clinical excellence (e.g. quality, risk management, patient safety, infection prevention and control, and operational excellence), including project management, preparation for and support during regulatory surveys. The successful candidate will be a valuable asset to the Clinical Excellence teams system-wide, and the Ingalls Leaders team, contributing to the overall success of the hospital and health system. 

Essential Job Functions  

Administrative Support for all Clinical Excellence Teams and Ingalls Leadership:  

• Manage calendars and schedule meetings for clinical excellence leadership 
• Manage the shared inbox and calendar  
• Handle incoming and outgoing correspondence, including mail, emails and phone calls 
• Manage shared team spaces, including hoteling processes and overall space maintenance (any necessary IT or plant requests, ordering of supplies, etc.)
• Maintains all team assets, including hardware and software, etc. 
• Maintain accurate and organized filing systems, both physical and electronic
• Assist with travel arrangements, including booking flights and accommodations
• Manage ordering, expenses and payment, e.g. vendor payment, purchase orders, expense reports, reimbursements, etc. 
• Partner with administrative team to support leadership team and maintain the Leadership suite
• Maintain effective working relationships with organizational administration, administrative assistants, and clinical and departmental staff

Clinical Excellence Programs – Operational Support: 

• Assist the Clinical Excellence Leadership in daily operations, assisting with needs as they arise, communicating effectively on a daily basis to discuss and triage urgent issues, and to resolve meeting conflicts and scheduling challenges 
• Assist leadership in preparing materials for various committees (e.g.: Quality & Safety Meeting, Professional Affairs Committee, Board of Directors, etc.) 
  • Prepare, organize and collate materials for quality, safety, risk, and infection control related meetings, attend & manage the presentations for the meeting(s) (as requested), and prepare meeting agenda and minutes in a timely fashion
• Maintain key departmental documents, systems, shared drives, and web pages, e.g. departmental intranet sites, org charts, contact lists, etc. 
• Coordinate employee onboarding and offboarding
• Provide administrative and project management support for key strategic and operational initiatives including compiling and managing data, preparing spreadsheets, reports, etc. 
  • Independently manage small project(s) as assigned, including understanding and articulating goals and desired outcomes, establishing timelines and prioritizing steps/tasks
  • Assist with projects as requested/ prioritized by leadership, including data entry 
• Risk and Patient Safety 
  • Assist with administration of the Event Reporting System (e.g. Provision access to the event reporting system, ensure updated hierarchy and assist with the development of reports within the event reporting system)
  • Schedule Root Cause Analysis meetings as requested by Risk and Patient Safety leadership team  

Regulatory Compliance and Survey Support: 

• Surveys 
  • Assist in the preparation for announced and unannounced surveys by regulatory agencies 
  • Coordinate with various departments to gather necessary documentation and information 
  • Prepare survey documents required materials 
  • Serve as an initial point of contact for unannounced regulatory visit; Notify the leadership team and initiate onsite survey process for any visits
  • Provide administrative support during surveys, including scheduling interviews, managing logistics, and gathering requested documents 
  • Assist with post-survey activities, such as tracking deadlines for corrective action