Under the direction of the Administrative Analyst III, provides administrative support for the Division of Family Medicine. The Administrative Assistant IV performs a wide range of administrative functions, including but not limited to, editing and maintaining databases, generating and updating reports, drafting correspondence, and organizing schedules. Acts as a liaison between other departments and personnel.
Prepares and manages multiple, biweekly, clinical and training schedules for all participants according to protocols.
Coordinates and schedules a variety of multi-participant meetings and activities to support functions of the department, maintaining meeting minutes and plans as needed.
Communicates and follows up on clinical training assignments, instructions, schedules, and updates to educational program coordinators, clinical site administrators, faculty, and trainees.
Gathers data and prepares, edits, and distributes reports as requested.
Assists with timekeeping, maintaining benefit schedules, Family Medical Leave Act (FMLA) documents and attendance records.
Develops, coordinates and maintains record keeping and database systems.
Works collaboratively across Cook County Health & Hospitals System (CCHHS) to support system and departmental goals and objectives.
Maintains a working knowledge of organizational/department policy and procedures while adhering to the confidentiality of pertinent information.
Performs other duties as required.
High School Diploma or GED (must provide proof at time of interview)
Three (3) years of experience providing administrative support to a member of middle or upper management, or for multiple managers, or multiple departments is required
Two (2) years of experience scheduling events, conferences, department wide training or other multi participant activities is required
Prior experience gathering and tracking departmental information and maintaining departmental reports is required
Prior experience coordinating and tracking short term projects within the department is required
Experience managing email and written communication is required
Intermediate proficiency with Microsoft Office Suite applications including Word, Excel, PowerPoint, and Outlook (candidate may be required to test for proficiency)
MUST MEET ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING.
Knowledge Skills Abilities and Other Characteristics
Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook
Thorough knowledge of the principles and techniques of office practices and procedures
Excellent interpersonal, verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
Excellent customer service skills
Demonstrates good computer and typing skills
Demonstrate good phone and email etiquette skills with strong response times
Demonstrate analytical and organizational, problem-solving, critical thinking, and conflict management/resolution skills
Demonstrate attention to detail, accuracy and precision
Ability to perform general office administration activities (copying, faxing, filing)
Ability to prioritize, plan, and organize projects and tasks
Ability to multi-task and meet deadlines in a fast paced environment
Ability to maintain a professional demeanor and composure when challenged
Ability to function autonomously and as a team member in a multidisciplinary team
Medical, Dental, and Vision Coverage
Basic Term Life Insurance
Deferred Compensation Program
Paid Holidays, Vacation, and Sick Time
You may also qualify for the Public Service Loan Forgiveness Program (PSLF)
When applying for employment with the Cook County Health & Hospitals System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service
To take advantage of this preference a Veteran must :
Meet the minimum qualifications for the position.
Identify self as a Veteran on the employment application by answering yes to the question by answering yes to the question,
The Cook County Health & Hospitals System’s mission is to deliver integrated health services with dignity and respect regardless of a patient’s ability to pay; foster partnerships with other health providers and communities to enhance the health of the public; and advocate for policies that promote the physical, mental and social wellbeing of the people of Cook County.
CCHHS is comprised of two hospitals, John H. Stroger, Jr. Hospital and Provident Hospital, a robust network of more than a dozen community health centers, the Ruth M. Rothstein CORE Center, the Community Triage Center, the Cook County Department of Public Health, Cermak Health Services, which provides health care to individuals at the Cook County Jail and the Juvenile Temporary Detention Center, and CountyCare, a Medicaid managed care health plan.
The system cares for more than 300,000 patients each year and its physicians are experts in their fields, committed to providing their patients with comprehensive, compassionate and cutting-edge care. Today, CCHHS is transforming the provision of health care in Cook County by promoting community-based primary and preventive care, growing an innovative, collaborative health plan and enhancing the patient experience.