Administrative Assistant 2 Job Vacancy in Rush University Medical Center Chicago, IL 60612 – Latest Jobs in Chicago, IL 60612 – updated today

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Full Details :
Company Name : Rush University Medical Center
Location : Chicago, IL 60612
Position : Administrative Assistant 2

Job Description : Job Title: Administrative Assistant 2
Department: Pediatric Admin
Shift: 1st
Specialty: Pediatrics
Job Number: 2022-0243
Date Posted: 03/22/2022
Position Type: Administrative/Clerical

Job Qualifications:

RUSH UNIVERSITY MEDICAL CENTER

Are you a friendly, outgoing, well-rounded, Administrative professional interested in a career for a dynamic unit? If this describes you, you may be the right candidate for this position at Rush University Medical Center!

Position Highlights:

Provide administrative support to faculty physicians and advanced practitioner nurses within multiple divisions including 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.

The ideal candidate functions as a team member with other Administrative Assistants in Pediatrics 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.

Schedules: Responsible for distributing schedules to providers and maintaining plan of day/call schedules. 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 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.

Faculty and Committee Meetings Assistance: Schedules all 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.

Credentialing:

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

Physician and APP On-boarding Assistance: Responsible for physician and APP 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 across all missions.

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 Divisions, and additional focus areas as needed.

Meetings: Attends monthly administrative support meeting with Administrative Manager Other duties as assigned.

Qualifications

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

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.

Rush University Medical Center is an Equal Opportunity Employer that welcomes and encourages all applicants to apply regardless of age, race, sex, religion, color, national origin, disability, veteran status, sexual orientation, gender identity and/or expression, marital or parental status, ancestry, citizenship status, pregnancy or other reason prohibited by law.

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