• Administrative Assistant - Infectious Diseases

    Job Locations US-IL-Chicago
    Posted Date 2 months ago(11/19/2018 12:05 PM)
    Requisition ID
    2018-7823
    Category
    Administrative/Clerical
    Position Type
    Regular Full-Time
    Shift
    Days
  • Overview

    The Administrative Assistant performs a wide range of administrative support responsibilities for leaders to help facilitate the efficient operation of the Unit/Department/Division.

    Responsibilities

    Administrative Job Functions:

    1. Provide general administrative support to leaders.
    2. Schedule and maintain calendars, meetings and travel itineraries.
    3. Screen telephone calls and visitors; resolves routine and some complex inquires.
    4. Maintain electronic and hard copy filing system.
    5. Perform data entry and scan documents.
    6. Prepare and modify documents including correspondence, reports, drafts, memos and emails using MS Office Suite of applications.
    7. Open, sort and distribute incoming electronic and paper correspondence.
    8. Prepare and distributes minutes of meetings.
    9. Maintain, order and distribute office supplies.
    10. Performs other job functions as assigned.

    Clinical Job Functions:

    1. Partners with Central scheduling and registration teams to manage the request for service work queue.
    2. Schedules appointments and procedures for clinical staff. Coordinates complex patient schedules involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.
    3. 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.
    4. 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.

    Qualifications

    1. High school diploma or equivalent required.
    2. Two years general office or secretarial experience required. Hospital or physician office experience preferred. 
    3. Proficiency in Microsoft Office Suite applications.
    4. Ability to operate standard office equipment and resolve standard problems (paper jams, toner replacement etc.)
    5. Excellent communication skills – written and verbal.
    6. Ability to prioritize projects and strong problem solving skills.
    7. Ability to provide high level of quality customer service to employees, leaders, patients/families and external vendors.

      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

       

       

      Knowledge, Skills and Abilities (Role-based Competencies)

       

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

     

     

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