Administrative Assistant 2 - Chicago, United States - Rush University
Description
Location:
Chicago, IL
Hospital:
RUSH University Medical Center
Department:
Anesthesia Support
Work Type:
Full Time (Total FTE between 0.9 and 1.0)
Shift:
Shift 1
Work Schedule:8 Hr (8:00:00 AM - 4:30:00 PM)
Summary:
The Administrative Assistant 2 provides advanced support in managing the operational activities of the Department.
The Administrative Assistant uses a pattern of orderly, efficient communication and a high degree of initiative and independent judgment to relieve management of administrative detail.
The Administrative Assistant accepts appropriate responsibility and prioritizes multiple assignments and projects in a complex and constantly changing environment. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.Other information:
Required Job Qualifications:
- High School Diploma.
- Three years of progressive experience in an administrative role, preferably in Healthcare.
- Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software.
- Excellent communication written and oral skills.
- Ability to analyze data.
- Ability to prioritize multiple initiatives.
- Ability to produce accurate documents and reports.
- Ability to work in complex administrative systems.
- Ability to interact effectively with internal and external customers.
Preferred Job Qualifications:
- Baccalaureate Degree.
Physical Demands:
- Ability to move throughout the Medical Center.
- Ability to lifting or carrying objects 3540 pounds.
Responsibilities:
- Meets the administrative needs of department management and staff members.
- Coordinates department specific programs or meetings as assigned: planning, preparation of materials, implementation and evaluation.
- Assists management with budgetary issues.
- Composes business documents as assigned.
- Designs reports to support operations.
- Independently creates correspondence such as follow up to meetings, response to employees etc.
- Plans employee and departmental special events.
- Writes, edits and formats content of departmental communication.
- Assures appropriate resources are available for staff to be successful in their role.
- Maintains a calendar for staff availability and schedules.
- Provides support for select quality and operational committees including recording and distributing minutes.
- Appropriately follow-ups on action between meetings.
- Distributes reports, agendas and other materials for programs.
- Maintains attendance records and prepares reports as necessary for the program.
- Investigates and resolves invoicing issues as it relates to vendors or fiscal activities and Accounting Units.
- Creates and maintains expense files for the Accounting Unit activities.
- Prepares and maintains an electronic file to trend programmatic expenses and contribute to the budget process.
- Identifies and implements improvements in office efficiencies
- Initiates and/or reconciles check requests, purchase orders, travel vouchers as indicated for the department cost centers.
- Independently makes travel arrangements for the management.
- Prioritizes incoming communication, requests for meeting and escalates appropriate items to management's attention.
- Coordinates manager and staff office space, such as telephone changes, movement of equipment, maintenance requests, etc. which support administrative operations.
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