Rush University Medical Center  Administrative Assistant 1, Road Home Program in Chicago, Illinois

Job Title: Administrative Assistant 1, Road Home Program


Shift: 1st

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

Specialty: Research

Job Number: 2018-2975

Job Description:

Administrative Assistant 1 – Department of Psychiatry – Road Home Program

At Rush University Medical Center in Chicago, Illinois, we are committed to advancing scientific medical knowledge through research. We are revitalizing our medical centers with an emphasis on productivity, transparency and accountability. Are you looking to be a part of a dynamic team and have familiarity of Veteran Service Organizations? If so, you may be the right candidate for the Administrative Assistant 1 position with the Road Home Program .

Position Highlights :

Administrative responsibility for coordinating the clinical back and front office needs; educational, academic, and research activities of the Road Home Program - Center for Veterans and Their Families, working collaboratively with the Practice Administrator. The Road Home Program Service provides mental and behavioral services to over 700 veterans and their family members. The administrative assistant must coordinate multiple functions: from front desk clinical activities, back office support activities as related to the needs of the RHP operations and other projects and initiatives that may arise each day in the RHP center. The administrative assistant under the direction of the practice administrator of the Road Home Program - Center for Veterans and Their Families will assist clinicians in monthly updates in the schedule, presentation/slides, and other functions. Finally, the administrative assistant may be asked to help coordinate and or assist in any proposed and ongoing research projects, IRB submissions and renewals, manuscript preparation for peer reviewed publications, and grant submissions in collaboration with and under the supervision of the Research Director of the Road Home Program

Position Responsibilities :

  • High level decision making phone skills, including referral to other clinical services. Must be able to deal with medical staff, veterans(patients), and families with the immediate transmission of information to clinicians in the Road Home Program - Center for Veterans and Their Families with a high level of accuracy.

  • Accurately maintain our Microsoft Excel database, coordinating information from multiple clinicians including clinical diagnoses. This is used for residency accreditation and documentation of the clinical activities of the attending physicians and residents on the Road Home Program - Center for Veterans and Their Families.

  • Keep a Microsoft Excel file documenting billable services and supervisory services that cannot be billed.

  • Summarize the data from the Microsoft Excel database and billing on a Microsoft Excel spreadsheet for the administrator of the department.

  • Accurately and efficiently use EPIC and the sign-out list to obtain clinical information for the Microsoft Excel database with attention to being HIPPA compliant.

  • Assist new clinicians and other associates in obtaining access in EPIC for their clinical work on the Road Home Program - Center for Veterans and Their Families.

  • Prepare and support functions and the needs for the Intensive Outpatient Program

  • Coordinate administrative meetings, take notes, and help implement action items from these meetings.

  • Support and help coordinate educational activities for the Road Home Program - Center for Veterans and Their Families

  • including:

  • Preparation and distributions of orientation guidelines, education materials, and other materials. Coordination of academic conferences and courses including room reservations, audiovisual equipment, CME guidelines and procedures, and electronic transmission of all materials needed to those participating in the conferences.

  • Ability to schedule meetings and compose effective e-mails to all the attending physicians and trainees to coordinate the clinical, administrative and educational activities of the Road Home Program - Center for Veterans and Their Families.

Position Qualifications Include :

  • Bachelor's degree (BA or BS).

  • Three to five years of providing support for an academic clinical service or translatable skills.

  • Excellent verbal, written, organizational and interpersonal skills.

  • Ability to interact and communicate accurately with a wide variety of people.

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

  • Must have good judgment to be able to effectively deal with complex and emergent clinical issues and transmit these to the proper clinician.

  • Knowledge of or willingness to learn CPT and diagnostic codes for billing.

  • Ability to accurately maintain a daily Microsoft Excel database.

  • Excellent computer skills using Microsoft Office (Microsoft Word, Excel, and PowerPoint), EPIC proficiency or capable of becoming EPIC proficient, and capable of supporting our research projects and initiatives.

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 14-story hospital Tower is the cornerstone of the Rush Transformation, and is the symbol of a philosophy-an evolution in the delivery of patient-centered care.

  • 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 money…now and in the future.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.