Administrative Assistant Iii - Medical Education Administration

PLEASE BE ADVISED that this position is covered by the collective bargaining agreement between Cook County and the Retail, Wholesale and Department Store Union Local 200 (RWDSU – 200). Pursuant to the collective bargaining agreement, Cook County will exhaust internal eligible applicants prior to considering external applicants. Cook County is assembling a list of qualified candidates for this position that will be considered should the position not be filled with internal eligible applicants.

LOCATION:

JOHN H. STROGER JR. HOSPITAL

DEPARTMENT: MEDICAL EDUCATION ADMINISTRATION

SHIFT: 8:00AM - 4:00PM

POSTING SALARY: $32.051

Salary is commensurate with years of experience indicated at time of application submittal.

Experience not disclosed or documented at the time of application will not be considered for initial step placement.

JOB SUMMARY RWDSU LOCAL 200

The Administrative Assistant III will serve a pivotal role providing staff support to both primarily the Health Center and the Department Leadership Team and provide support on a daily basis for Patient Satisfaction initiatives. This position will perform the following on a daily basis: schedule and organize meetings, conferences and presentations; manage calendars; act as receptionist; address departmental communication by responding to inquiries via email and phone;

prepare simple correspondence; update budgets and review expense reports; maintain inventory; update and maintain department records; assist with onboarding new personnel; monitor the credentialing process; liaise with other departments and personnel; and performs all other related duties as assigned

• Maintains documents related to compliance with legal and regulatory bodies and the operation of the department.
• Distributes copies of current and updated policies procedures, protocols, interagency agreements and directives to all departmental services.
• Orients new hires to time and attendance requirements and departmental expectations.
• Assists in planning and maintaining the department budget and staffing.
• Prepares documents related to the hiring process, including Requests to Hire, and candidate packets.
• Completes purchase requisitions and any other documents needed for equipment and reimbursements.
• Adheres to the Cook County Health & Hospitals System (CCHHS) and departmental confidentiality policies related to patient care and sensitive activities, including personnel related actions.
• Determines priority of work as assigned and completes assignments by intended target dates.
• Completes clerical duties including answering the telephone, responding to correspondence, sorting and distributing the mail, filing, typing, and other clerical responsibilities as assigned.
• Performs payroll functions for department, including the completion of payroll correction forms and maintenance of leave documents, monitors time and attendance.
• Maintains a database to monitor time and attendance, including tardiness, dock time, FMLA use and missing punches for every department employee and contractor.
• Submits requests for the repair and maintenance of office equipment for the department; maintains a par stock of supplies for the department.
• Performs other duties as assigned.

• High School diploma or GED is required (Must provide proof at time of interview)
• A minimum of three (3) years of prior experience providing administrative support to a department or a member of management is required
• A minimum of one (1) year of experience with one or more the following activities: scheduling events with multiple participants, updating records and reports, and experience responding to basic e-mail communications is required
• Intermediate experience in Microsoft Office applications including…