Rush University Medical Center  Administrative Assistant 1 - Psychiatry - Full Time - 1st Shift in Chicago, Illinois

Job Title: Administrative Assistant 1 - Psychiatry - Full Time - 1st Shift


Shift: 1st

Full/Part: Active Regular FT (72 to 80 hours per pay period)


Job Number: 2018-3519

Job Description:

General Summary:

The Administrative Assistant is responsible for providing administrative functions to the Section Chief of the Section of Child and Adolescent Psychiatry for the section of Forensic Psychiatry, within the Department of Psychiatry. The Administrative Assistant is well-organized, detail-oriented, and has the ability to interact effectively with clients, faculty, and staff. The Administrative Assistant works on multiple tasks simultaneously, focuses and performs well under pressure, effectively prioritizes, meets deadlines, and maintains confidentiality. The individual who holds this position exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Principal Duties and Responsibilities:

  • Maintains accurate and detailed calendar using Outlook and Epic software.

  • Prepares (either independently or in an assisting capacity) materials used in presentations, including meeting agendas, PowerPoint presentations, handouts, name tags, etc.

  • Works closely with the Rush Travel Desk/Travel Agent to make travel arrangements, including airfare, hotel stays, rental car, etc.

  • Prepares and manage business expense reports.

  • Schedules section meetings and other events, as directed by the Section Chief

  • Transcribes dictation for the Section Chief

  • Prepares letters of agreement for all forensic work through the department of psychiatry

  • Prepares invoices and maintains records of payment/outstanding invoices for all forensic cases

  • Performs a variety of office functions including the distribution of incoming and outgoing mail, faxes, filing and copying

  • Problem solves issues by seeking out the appropriate resources.

  • Provides comprehensive support for the Chief by answering all inquiries (in-person, emails/webmails, and phone calls).

  • Organizes all hard documents from Director in preparation for scanning.

  • Provides meeting minutes/notes for key meetings as determined by the leadership team.

  • Works collaboratively with other Dept. of Psychiatry and AARTS Center administration

  • Maintains a high level of confidentiality and strictly adhere to HIPPA regulations as it relates to protecting patient information.

  • Assists with generating reports as needed, utilizing various computer software programs.

  • Maintains accurate records/databases.

  • Additional duties as assigned.

Knowledge, Skills, and Abilities:

  • High school diploma/GED required.

  • Ability to transcribe dictation.

  • Typing speed of at least 50-60 words per minute.

  • Minimum of 3 - 5 years’ experience in medical field; preferably having prior experience working with a chairman or division head.

  • Strong interpersonal and communication skills; ability to work effectively with a variety of faculty, staff, patients and other professionals.

  • Working knowledge of PCs and software packages required, specifically Adobe, Microsoft Windows, Access, Excel, Word, and Outlook.

  • Ability to work under pressure with accuracy.

  • Ability to multitask under pressure with high level decision making skills using ICARE values.

  • Ability to prioritize multiple assignments and tasks.

Company Highlights:

Ranked among the top academic medical centers in the country, Rush University Medical Center is an outstanding place to enhance your career. Everything we do centers on one goal: improving patient care.

Rush's new 14-story hospital is the cornerstone of the Rush Transformation, an ongoing effort to build new facilities, renovate existing buildings and adopt new technology.

Rush offers a competitive salary, valuable healthy living benefits to include: health, dental and vision to help you maintain and improve your health.

Rush also offers several ways to invest in your future. Whether you're saving for retirement or a child's education, Rush offers benefits to help you make the most of your moneynow and in the future

Rush University Medical Center is a three time Magnet facility located in Chicago, IL -

Leading academic medical center, acute care hospital w/ 676 licensed beds.

Rush University Medical Center is an Equal Opportunity Employer that welcomes and encourages all applicants to apply regardless of age, race, sex, religion, color, national origin, disability, veteran status, sexual orientation, gender identity and/or expression, marital or parental status, ancestry, citizenship status, pregnancy or other reason prohibited by law.

Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.