Administrative Assistant

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.