Administrative Assistant Clinical & Academic

Administrative Assistant

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.

General

Summary:

The Administrative Assistant performs a wide range of administrative support responsibilities for leaders to help facilitate the efficient operation of the Unit/Department/Division.

Essential Job Functions

• Provides general administrative support to leaders.
• Schedules and maintains calendars, meetings and travel itineraries, as needed. This may include inpatient or service call, outpatient clinics, and academic schedules.
• Handles telephone calls and visitors; troubleshoots and resolves routine and some complex inquires.
• Organizes electronic and hard copy filing system, scans documents to appropriate locations, and maintains divisional files.
• Receives clinically related messages, phone calls, or correspondence and routes to the appropriate care team.
• Maintains provider credentialing activities which may include academic resume, professional memberships, and licensure.
• Prepares and modifies documents including correspondence, reports, drafts, memos and emails using MS Office Suite of applications.
• Opens, sorts and distributes incoming electronic and paper correspondence.
• Prepares and distributes minutes of meetings, as needed.
• Maintains, orders and distributes office supplies, as needed
• Proactively manages submission of reimbursements for approved faculty and staff expenses.
• Strong knowledge of and compliance with HIPAA privacy rules and policies
• Performs other job functions as assigned.

Knowledge, Skills, and Abilities:

• High school diploma or equivalent required.
• A minimum of two years general office or administrative experience preferred. Hospital or physician office experience preferred.
• Proficiency in Microsoft Office Suite applications.
• Ability to operate standard office equipment and resolve standard problems.
• Excellent communication skills – written and verbal.
• Ability to prioritize projects and strong problem solving skills.
• Demonstrated attention to detail, accuracy, and discretion.
• Ability to provide high level of quality customer service to patient/families, employees, leaders, and external vendors.

Administrative Professionals Core Competencies

Accountability

• Acknowledges and assumes responsibility for one's actions within their role
• Exhibits willingness to report, explain, and be answerable
• Demonstrates a high level of care, accuracy and thoroughness
• Effectively and efficiently manages time, efforts, and workload
• Takes ownership of one's work

Communication

• Demonstrates good written, oral and listening skills
• Clearly conveys and receives information and ideas through a variety of media in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback
• Keeps others informed as appropriate
• Readily shares information, knowledge and personal strengths with others

Continuous Learning

• Applies performance measures to everyday work, not just for the annual review
• Pursues training and development opportunities consistent with career objectives
• Participates in activities that improve own skills and capabilities
• Applies positive and negative lessons to improve personal effectiveness
• Masters new ideas with minimal oversight
• Incorporates new information and concepts quickly and automatically

Professionalism

• Creates and fosters collegial relationships to facilitate projects and/or common goals
• Presents self to colleagues and patients/internal customers in a manner appropriate for the workplace
• Remains positive, flexible and productive through changes, transitions, and difficult situations
• Adapts well to changes in assignments and priorities; modifies behavior or work to respond to new information, conditions or unexpected obstacles
• Dresses speaks and interacts to represent one's self,…