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Rush University Medical Center Administrative Assistant 2 - Internal Medicine Hematology/Oncology in Chicago, Illinois

Job Title:

Administrative Assistant 2 - Internal Medicine Hematology/Oncology






Active Regular FT (72 to 80 hours per pay period)



Job Number:


Job Description:

Administrative Assistant 2 - Internal Medicine Hematology/Oncology

Position Highlights:

  • Provide administrative support to faculty physicians and advanced practitioner nurses within a specific service line this includes providing support for special projects, assisting in the on-boarding of incoming faculty and APPs, tracking scholarly activity, as well as scheduling division meetings, conferences and lectures.

  • Functions as a team member with other Administrative Assistants in the Cancer Center through cross training on daily tasks.

  • The employee who holds this position exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures, including complying with all Rush University Medical Group Customer Service and Performance Standards.

Position Responsibilities:

  • Administrative Assistance: Provides general administrative support to faculty, including but not limited to schedule management, meeting planning and paperwork processing. Assists faculty with the preparation and distribution of materials for educational concerns and divisional meetings. Is skilled in use of Microsoft Word, PowerPoint, and Excel to support faculty productivity as appropriate.

  • Faculty Meetings Assistance:Schedules all faculty meetings; coordinates arrangements for guest speakers, prepares agendas, orders meals, and takes and distributes minutes. Be present at faculty meeting to record minutes and track meeting notes.

  • Scholarly Activity Assistance:Assists faculty in tracking and maintaining scholarly activity, including manuscripts, publications, presentation, CME events, etc.; Regular audits and updates faculty CVs and utilizes organizational tools such as Faculty Management System to support faculty. Knowledge or ability to learn how to use library searches (Scopus, PubMed) to consolidate faculty publications.

  • Conference/Travel Assistance:Assist faculty members to submit travel request forms and related travel reimbursement paperwork. Follow up on faculty reimbursement to ensure expenses have been paid in a timely manner.

  • Schedules:Responsible for distributing weekend schedules to appropriate areas.

  • Physician Credentialing:Coordinates record keeping in support of physician re-credentialing at Rush University Medical Center, Rush Health, Rush Oak Park Hospital, and John H. Stroger, Jr. Hospital of Cook County. This includes completion and submission all necessary paperwork, amendments and physician license renewals.

  • Physician On-boarding Assistance:Responsible for physician on-boarding, including paperwork completion and submission as defined in the on-boarding checklist.

  • General Office:Orders supplies, receives and distributes incoming/outgoing correspondence, keeps updated files, provides back-up support for all personnel in the division, keeps physicians calendars and schedules appointments. Responds to requests for information.

  • Business Processing:Helps manage the collection and timely payment of invoices, check requests, and purchase orders.

  • Patient Interactions:Addresses patient calls efficiently and courteously; Takes accurate, clear and concise messages that provide sufficient information for the clinical staff and/or receiving party to effectively handle the issue/request; Directs calls to the 10 th floor POB clinic regarding follow up appointments, including paging and forwarding calls to 24hr answering services for physicians as appropriate; Accesses Epic to retrieve referrals, orders and other documentation; Contacts outside agencies to obtain referrals and other documentation.

  • Quality Improvement:Assist faculty and administrative teams in various quality improvement projects related to: patient phone calls and triaging, accurate and timely distribution of information between Division and Cancer Center, and additional focus areas as needed.

  • Meetings:Attends monthly administrative support meeting with Division Administrator

  • Other duties as assigned.

Position Qualifications Include:

  • Bachelor's degree strongly preferred or prior experience supporting executive level roles or medical professionals may also be considered.

  • 5+ years professional medical office environment experience preferred.

  • Experience with grant and/or manuscript writing and faculty professional development.

  • Strong interpersonal and written communication skills.

  • Intermediate experience with Microsoft Word, Excel, PowerPoint, and Adobe. Epic knowledge is also encouraged.

  • Familiar with medical terminology.

  • Excellent customer service skills.

  • Attention to detail and accuracy.

  • Ability to multitask and coordinate assignment priority with multiple faculty members.

  • Sensitivity to patient health information and protection of confidentiality.

  • Ability to adapt to change

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.

  • Leading academic medical center, acute care hospital w/ 664 licensed beds.

  • Ranked among the top 20 "Best Places to Work" by Indeed.

  • In U.S. News & World Report's 2017-2018 Best Hospitals issue, Rush ranked among the top 50 hospitals in 8 of 16 categories.

  • Rush University Medical Center received five stars in a quality rating system by the federal Centers for Medicare and Medicaid Services (CMS). Rush University Medical Center is the only five-star academic medical center in the Chicago area.

  • Rush has been named one of the 100 Top Hospitals in the country by Truven Health Analytics three times.

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.