Administrative Assistant - Academic

Location

875 N Michigan (John Hancock)

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

• 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.
• Performs other job functions as assigned.

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.

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 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 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, department, and the hospital in a positive light Determines the wants and needs of patient/internal customers and acts accordingly Responds in a manner that provides satisfaction for the patient/internal customer with the resources available Provides excellent customer service Role-based Competencies Accuracy and Attention to Detail Effective Communication Managing Multiple Priorities Office Administration Problem Solving Process Improvement

Accuracy and Attention to Detail Effective Communication Managing Multiple…