• Full Time
  • Part Time
  • Chicago

Website Rush University Medical Center

Administrative Assistant 1 – GC Dean Office

The Administrative Assistant 1 provides support in managing the operational activities of the Department. Prioritize a variety of projects across multiple cost centers in a constantly changing environment. Coordinates office management routines, handles designated administrative matters and record-keeping systems, and provides administrative support services. The Administrative Assistant 1 exemplifies the Rush Mission, Vision and Values and acts in accordance with Rush policies and procedures.

Job Responsibilities:

  • Receives, sorts, and distributes incoming and outgoing mail.
  • Types and distributes memos, minutes, manuscripts, and complex reports.
  • Maintains Department documents.
  • Photocopy documents as requested.
  • Demonstrates competency in use of the office equipment, hardware, and software.
  • Assists in maintenance and use of office equipment.
  • Creates and maintains personnel files and database.
  • Takes and triages phone messages.
  • Arranges and coordinates appointments, conferences and meetings.
  • Maintains calendar.
  • Records meeting minutes and distributes as appropriate.
  • Assists in ordering and maintenance of supplies and services.
  • Coordinates support services for the department office, e.g., housekeeping, maintenance, purchasing, and ordering supplies as needed.
  • Prepares and reviews requisitions, vouchers and forms; prepares clerical records and reports; keeps clerical records and prepares reports relating to operations.
  • Contributes to teamwork in a positive, customer-focused manner.
  • Demonstrates flexibility in accepting assignments.
  • Demonstrates initiative.
  • Ensures confidentiality.
  • Prioritizes work assignments.
  • Composes business correspondence as assigned.
  • Assist in planning and arranging special department functions.
  • Involved in committees/projects as assigned.
  • Handles routine departmental correspondence and additional correspondence.
  • Assumes responsibility for administrative operations.
  • Maintains office supplies at adequate levels, independently making changes as necessary.
  • Assumes responsibility for the proper functioning and maintenance of central departmental hardware (computers, copier, fax machine, scanner).
  • Supervises the work activities of the assistant personnel as assigned.
  • Independently contacts and follow-up with in-house departments (i.e. telecommunications, engineering, housekeeping, etc.) regarding services issues as needed.

Required Job Qualifications:

  • High School Diploma or equivalent.
  • Knowledge of Excel and/or other spreadsheet programs.
  • Proficient in other software packages – access, email, power-point, and basic graphics.
  • Analytical ability.
  • Proven ability to work in complex administrative systems.
  • Excellent communication skills.
  • Interact effectively with internal and external customers.
  • The ability to check documents for errors.

Physical Demands:

Work requires the ability to walk throughout the Medical Center.
Work requires lifting or carrying objects 35-40 lbs.

To apply for this job email your details to mmoses@chicagotherapycollective.org