Administrative Assistant Senior

Job Locations US-IL-Chicago
Posted Date 3 weeks ago(11/10/2020 8:05 PM)
Requisition ID
Position Type
Regular Full-Time


The Sr. Administrative Assistant coordinates and supports the work efforts of leadership and staff within the Patrick M. Magoon Institute for Healthy Communities to ensure a productive work environment. This position supports administrative, financial and communication functions to ensure success of the department’s strategic plan, ensuring alignment with the Community Health Needs Assessment and Implementation Strategy, annual goals, and organizational mission.


Department Description: The Patrick M. Magoon Institute for Healthy Communities serves as the hub for all community-focused initiatives at Lurie Children’s. The Magoon Institute is responsible for aligning the Medical Center’s clinical, research, education and advocacy expertise with community engagement, supporting people, programs and partnerships that advance community health. This team provides engagement opportunities for employees, physicians and trainees and leads the development and execution of Lurie Children’s Community Health Needs Assessment and Implementation Strategy. The Magoon Institute partners with clinical, public health and community outreach leaders and experts across the Medical Center to work towards the goal of advancing health equity and racial justice, and improving health and wellness for children, adolescents and their families across Chicago.


We are committed to promoting diversity, inclusion and multiculturalism. Our mission to advance health equity starts with our commitment to build a diverse team representative of the communities we serve. We recruit, employ, train, compensate and promote regardless of race, gender, sexual orientation, religion, ethnicity, national origin, disability status, age, socioeconomic status and all the other facets of our humanity.


  1. Coordinates day-to-day office tasks such as ordering supplies, assisting staff with resolving problems or issues "of the moment," and handling work orders and facilities requests. Completes necessary requisitions and related documentation consistent with Hospital policies and procedures.
  2. Coordinates and supports department events, committees and workgroups. Responsibilities include reserving conference space, emailing meeting requests and reminders, developing and distributing materials, compiling agendas, taking and drafting minutes, and tracking follow up to meeting decisions.
  3. Monitors cost center accounts and grant/philanthropic funds consistent with approved budgets working closely with Lurie Children’s Administrative Departments (e.g., Finance, Fund Accounting, Purchasing, and Foundation) to resolve questions or concerns. Responsibilities include preparing and submitting invoices, check requests, purchase orders, supply requisitions, data entry, tracking, and reconciliation.
  4. Maintains department and Director-level leadership calendars, including scheduling meetings, coordinating speaking engagements, and arranging travel.
  5. Processes and coordinates sponsorships and ticketing for various partner events, including tracking of related budget, monitoring utilization, and communicating invitations and logistics with attendees.
  6. Facilitates collection, monitoring and reporting of administrative, project and evaluation data, including maintaining the Magoon Institute Outreach Database and other tracking systems.
  7. Implements activities in support of the Magoon Institute communication plan, including assisting with social media, website content updates, and other related tasks. Manages Magoon Institute department email and phone; triaging requests, prioritizing follow-up, and forwarding to designated staff when appropriate.
  8. Other job functions as assigned.


  1. High School diploma or equivalent required; Associate Degree or equivalent educational courses in Health Administration, Office Management, Business, or related field preferred.
  2. Minimum three years general office and administrative support required with preference given to progressive administrative responsibilities.
  3. Excellent organizational skills required; ability to establish priorities and react promptly to a large variety of requests and needs, sometimes on short notice.
  4. Extensive knowledge and experience with high proficiency skills in Microsoft applications, such as Word, Excel, PowerPoint, and SharePoint with the ability to operate standard office equipment (e.g., copy/scanner/fax machine, phone system, etc.). Ability to type at least 40 wpm is preferred.
  5. Excellent interpersonal and oral/written communication skills and demonstrated ability to collaborate with individuals from different backgrounds and disciplines.
  6. Ability to take initiative and work independently.
  7. Flexibility to work on evenings and weekends.
  8. Commitment to health equity, diversity and inclusion, racial justice, evidence-informed policy, data-driven advocacy and community-driven processes.


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