Rush University Medical Center  Administrative Assistant 2 - Office of Advanced Practice - FT in Chicago, Illinois

Job Title: Administrative Assistant 2 - Office of Advanced Practice - FT


Shift: 1st

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


Job Number: 2019-0002

Job Description:

Position Highlights:

The Administrative Assistant 2 provides advanced support in managing the operational activities of the Office of Advanced Practice Department. The Administrative Assistant uses a pattern of orderly, efficient communication and a high degree of initiative and independent judgment to relieve management of administrative detail. The Administrative Assistant accepts appropriate responsibility and prioritizes multiple assignments and projects in a complex and constantly changing environment. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Position Responsibilities:

  • Meets the administrative needs of department management and staff members.

  • Coordinates department specific programs or meetings as assigned: planning, preparation of materials, implementation and evaluation.

  • Assists management with budgetary issues.

  • Composes business documents as assigned.

  • Designs reports to support operations.

  • Independently creates correspondence such as follow up to meetings, response to employees etc.

  • Plans employee and departmental special events.

  • Writes, edits and formats content of departmental communication.

  • Provides instruction to departmental staff regarding computer applications.

  • Assures appropriate resources are available for staff to be successful in their role.

  • Maintains a calendar for staff availability and schedules.

  • Provides support for select quality and operational committees including recording and distributing minutes.

  • Appropriately follow-ups on action between meetings.

  • Distributes reports, agendas and other materials for programs.

  • Maintains attendance records and prepares reports as necessary for the program.

  • Investigates and resolves invoicing issues as it relates to vendors or fiscal activities and Accounting Units.

  • Creates and maintains expense files for the Accounting Unit activities.

  • Prepares and maintains an electronic file to trend programmatic expenses and contribute to the budget process.

  • Identifies and implements improvements in office efficiencies.

  • Initiates and/or reconciles check requests, purchase orders, travel vouchers as indicated for the department cost centers.

  • Independently makes travel arrangements for the management.

  • Prioritizes incoming communication, requests for meeting and escalates appropriate items to management’s attention.

  • Maintains a working knowledge of Rush standard computer applications.

  • Coordinates manager and staff office space, such as telephone changes, movement of equipment, maintenance requests, etc. which support administrative operations.

Position Qualifications Include:

  • High School Diploma.

  • Three years of progressive experience in an administrative role, preferably in Healthcare.

  • Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software.

  • Excellent communication written and oral skills.

  • Ability to analyze data.

  • Ability to prioritize multiple initiatives.

  • Ability to produce accurate documents and reports.

  • Ability to work in complex administrative systems.

  • Ability to interact effectively with internal and external customers.

Preferred Job Qualifications:

• Baccalaureate Degree.

Physical Demands:

• Ability to move throughout the Medical Center.

• Ability to lifting or carrying objects 35-40 pounds.

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.

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.