Sr. Administrative Assistant, Academic & Clinical, Fetal Health Institute

Ann & Robert H. Lurie Children’s Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do. Ann & Robert H. Lurie Children’s Hospital of Chicago is ranked in all 10 specialties by the U.S. News & World Report.

Day (United States of America)

Ann & Robert H. Lurie Children’s Hospital of Chicago

This is a full-time position working M-F with a 8:30 to 9 am start time.

Candidates must have 3 years minimum of hospital or clinical AA experience to receive consideration for an interview.

Preferred candidates will also have experience using Epic EMR.

The Administrative Assistant Senior is responsible for performing a variety of administrative duties and managing complex projects and expenses that support clinical and operational initiatives within Departments/Divisions.

• Provides advanced administrative assistance to clinical and/or operational initiatives.
• Manages calendars and coordinates meetings for leadership/faculty.
• Develops itineraries for faculty recruitment visits; coordinates travel; arranges internal and external meetings to include venue selection, catering requirements, and all relative logistics.
• Develops meeting materials, agendas, and meeting notes upon request.
• Produces correspondence, reports, and presentations using Microsoft Office Suite applications.
• Reconciles purchasing card, submits expense reports, purchase orders, and check requests.
• Practices project management, work task breakdowns, prioritization, and scheduling.
• Works with Division Leadership to streamline office workflows for maximum efficiency of work group or team.
• May orient and coach other Administrative Professionals (AP) across the organization and/or lead committees specific to AP work.
• Manages department lists and directories; creates and maintains departmental organization charts.
• Leads medium to large scale projects and performs other duties inherent to a successful project.
• Other job functions as assigned.

• Partners with clinicians to support a subspecialty program's patients throughout their care pathway. This position will assist in patient onboarding and program specific initiation activities, scheduling initial visits and related testing (when appropriate) and scheduling follow up appointments and procedures as deemed appropriate by the clinical team.
• Supports the coordination of the subspecialties clinical meetings by creating agendas, taking minutes, identifying administrative tasks to support patient needs.
• Maintains program-specific content for Divisional website (Lurie and NU) and works with appropriate departments to update content routinely. Collaborates with Marketing to create and distribute marketing/promotional materials.
• Partners with central scheduling and registration teams to manage the request for service work queues associated with their subspecialty focus.
• Coordinates complex patient schedules involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.
• Function as liaison between patients, families and the clinical team. Assist families in navigating the Lurie system. This could include working in clinic, meeting with families to go over appointment scheduling and follow-up visits and coordinating with ancillary departments.
• Collaborates with central registration to ensure patients have updated insurance information, prior authorization is initiated in advance of the rendered service, and referrals are obtained, if appropriate.
• Other job functions as assigned.

• Bachelor's Degree preferred; minimum of 3+ years’ in a comparable role preferred. Hospital or physician office experience preferred.
• Excellent written and verbal communication skills, self-motivated and professional.
• Solid time management / problem solving skills with the ability to prioritize work to meet stringent deadlines.
• Ability to work independently…