Administrative Assistant Sr - Clinical and Academic - Divisions of Advanced General Pediatrics and Primary Care & Community Based Medicine

Job Locations US-IL-Chicago
Posted Date 2 weeks ago(7/20/2021 1:23 PM)
Requisition ID
Position Type
Regular Full-Time


The Administrative Assistant Senior is responsible for performing a variety of administrative duties and managing complex projects and expenses that support clinical and operational initiatives within Departments/Divisions.


Administrative Job Functions:

1. Provides advanced administrative assistance to clinical and/or operational initiatives.
2. Manages calendars and coordinates meetings for leadership/faculty.
3. Develops itineraries for faculty recruitment visits; coordinates travel; arranges internal and external meetings to include venue selection, catering requirements, and all relative logistics.
4. Develops meeting materials, agendas, and meeting notes upon request.
5. Produces correspondence, reports, and presentations using Microsoft Office Suite applications.
6. Reconciles purchasing card, submits expense reports, purchase orders, and check requests.
7. Practices project management; work task breakdowns, prioritization, and scheduling.
8. Works with Division Leadership to streamline office workflows for maximum efficiency of work group or team.
9. May orient and coach other Administrative Professionals (AP) across the organization and/or lead committees specific to AP work.
10. Manages department lists and directories; creates and maintains departmental organization charts.
11. Leads medium to large scale projects and performs other duties inherent to a successful project.
12. Other job functions as assigned.

Clinical Job Functions:

1. Partners with clinicians to support a subspecialty program�s patients throughout their care pathway. This position will assist in patient onboarding and program specific initiation activities, scheduling initial visits and related testing (when appropriate) and scheduling follow up appointments and procedures as deemed appropriate by the clinical team.
2. Supports the coordination of the subspecialties clinical meetings by creating agendas, taking minutes, identifying administrative tasks to support patient needs.
3. Maintains program-specific content for Divisional website (Lurie and NU) and works with appropriate departments to update content routinely. Collaborates with Marketing to create and distribute marketing/promotional materials.
4. Partners with central scheduling and registration teams to manage the request for service workqueues associated with their subspecialty focus.
5. Coordinates complex patient schedules involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.
6. Function as liaison between patients, families and the clinical team. Assist families in navigating the Lurie system. This could include working in clinic, meeting with families to go over appointment scheduling and follow-up visits and coordinating with ancillary departments.
7. Collaborates with central registration to ensure patients have updated insurance information, prior authorization is initiated in advance of the rendered service, and referrals are obtained, if appropriate.
8. Other job functions as assigned.


1. Bachelor�s Degree preferred; minimum of 3+ years� in a comparable role preferred. Hospital or physician office experience preferred.
2. Excellent written and verbal communication skills, self-motivated and professional.
3. Solid time management / problem solving skills with the ability to prioritize work to meet stringent deadlines.
4. Ability to work independently and complete tasks with accuracy and minimal direction.
5. Proficient in Microsoft Word, Excel and PowerPoint; advanced proficiency in Outlook required.
6. Ability to develop and sustain a professional relationship with staff and all levels of leadership.
7. Must display a high level of integrity and appropriately manage confidential information, meeting all compliance standards.

Administrative Professionals Core Competencies

Accountability � Acknowledges and assumes responsibility for one�s actions within their role
� Exhibits willingness to report, explain, and be answerable
� Demonstrates a high level of care, accuracy and thoroughness
� Effectively and efficiently manages time, efforts, and workload
� Takes ownership of one�s work
Communication � Demonstrates good written, oral and listening skills
� Clearly conveys and receives information and ideas through a variety of media in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback
� Keeps others informed as appropriate
� Readily shares information, knowledge and personal strengths with others

Continuous Learning � Applies performance measures to everyday work, not just for the annual review
� Pursues training and development opportunities consistent with career objectives
� Participates in activities that improve own skills and capabilities
� Applies positive and negative lessons to improve personal effectiveness
� Masters new ideas with minimal oversight
� Incorporates new information and concepts quickly and automatically
Professionalism � Creates and fosters collegial relationships to facilitate projects and/or common goals
� Presents self to colleagues and patients/internal customers in a manner appropriate for the workplace
� Remains positive, flexible and productive through changes, transitions, and difficult situations
� Adapts well to changes in assignments and priorities; modifies behavior or work to respond to new information, conditions or unexpected obstacles
� Dresses speaks and interacts to represent one�s self, department, and the hospital in a positive light
Service � Determines the wants and needs of patient/internal customers and acts accordingly
� Responds in a manner that provides satisfaction for the patient/internal customer with the resources available
� Provides excellent customer service

Role-based Competencies:

� Accuracy and Attention to Detail
� Effective Communication
� Managing Multiple Priorities
� Office Administration
� Problem Solving
� Process Improvement


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