ADMINISTRATIVE ASSISTANT III - MEDICAL EDUCATION ADMINISTRATION

PLEASE BE ADVISED that this position is covered by the collective bargaining agreement between Cook County and the Retail, Wholesale and Department Store Union Local 200 (RWDSU – 200). Pursuant to the collective bargaining agreement, Cook County will exhaust internal eligible applicants prior to considering external applicants. Cook County is assembling a list of qualified candidates for this position that will be considered should the position not be filled with internal eligible applicants.    

LOCATION: JOHN H. STROGER JR. HOSPITAL

DEPARTMENT: MEDICAL EDUCATION ADMINISTRATION

SHIFT: 8:00AM - 4:00PM

POSTING SALARY: $32.051

Salary is commensurate with years of experience indicated at time of application submittal.  Experience not disclosed or documented at the time of application will not be considered for initial step placement. 

JOB SUMMARY                                           RWDSU LOCAL 200 

The Administrative Assistant III will serve a pivotal role providing staff support to both primarily the Health Center and the Department Leadership Team and provide support on a daily basis for Patient Satisfaction initiatives. This position will perform the following on a daily basis: schedule and organize meetings, conferences and presentations; manage calendars; act as receptionist; address departmental communication by responding to inquiries via email and phone; prepare simple correspondence; update budgets and review expense reports; maintain inventory; update and maintain department records; assist with onboarding new personnel; monitor the credentialing process; liaise with other departments and personnel; and performs all other related duties as assigned

 Typical Duties

• Maintains documents related to compliance with legal and regulatory bodies and the operation of the department.

• Distributes copies of current and updated policies procedures, protocols, interagency agreements and directives to all departmental services.

• Orients new hires to time and attendance requirements and departmental expectations.

• Assists in planning and maintaining the department budget and staffing.

• Prepares documents related to the hiring process, including Requests to Hire, and candidate packets.

• Completes purchase requisitions and any other documents needed for equipment and reimbursements.

• Adheres to the Cook County Health & Hospitals System (CCHHS) and departmental confidentiality policies related to patient care and sensitive activities, including personnel related actions.

• Determines priority of work as assigned and completes assignments by intended target dates.

• Completes clerical duties including answering the telephone, responding to correspondence, sorting and distributing the mail, filing, typing, and other clerical responsibilities as assigned.

• Performs payroll functions for department, including the completion of payroll correction forms and maintenance of leave documents, monitors time and attendance.

• Maintains a database to monitor time and attendance, including tardiness, dock time, FMLA use and missing punches for every department employee and contractor.

• Submits requests for the repair and maintenance of office equipment for the department; maintains a par stock of supplies for the department.

• Performs other duties as assigned.

   

MINIMUM QUALIFICATIONS

• High School diploma or GED is required (Must provide proof at time of interview)
• A minimum of three (3) years of prior experience providing administrative support to a department or a member of management is required
• A minimum of one (1) year of experience with one or more the following activities: scheduling events with multiple participants, updating records and reports, and experience responding to basic e-mail communications is required
• Intermediate experience in Microsoft Office applications including Excel, Word, and PowerPoint (MS Office testing will be administered, 70% minimum proficiency rate is required.) 

MUST MEET ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING. 

KNOWLEDGE, SKILLS AND ABILITIES

• Intermediate knowledge of Microsoft Office

• Knowledge of departmental and hospital policies/procedures

• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups

• Strong customer service and empathy skills

• Demonstrates good computer and typing skills

• Demonstrate good phone and email etiquette skills with strong response times

• Demonstrate analytical and organizational, problem-solving, critical thinking, and conflict management/resolution skills

• Demonstrate attention to detail, accuracy and precision

• Ability to prioritize, plan, and organize projects and tasks

• Ability to multi-task and meet deadlines in a fast paced and stressful environment

• Ability to adhere to department policies and standards utilizing best practices

• Ability to maintain a professional demeanor and composure when challenged

• Ability to function autonomously and as a team member in a multidisciplinary team

Physical and Environmental Demands

This position is functioning within a healthcare environment.  The incumbent is responsible for adherence to all hospital and department specific safety requirements.  This includes but is not limited to the following policies and procedures:  complying with Personal Protective Equipment requirements, hand washing and sanitizing practices, complying with department specific engineering and work practice controls and any other work area safety precautions as specified by hospital wide policy and departmental procedures.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the personnel so classified.

For purposes of the American with Disabilities Act, “Typical Duties” are essential job functions.

VETERAN PREFERENCE PLEASE READ 

When applying for employment with the Cook County Health & Hospital System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service

To Take advantage of the preference a Veteran must:

• Meet minimum qualifications for the position
• Identify self as a Veteran on the employment application by answering "Yes" to the question, "Are you a Military Veteran?"
• Attach a copy of their DD 214, DD 215, or NGB 22 (Notice of Separation) at time of application filing.  Please note:  If you have multiple DD 214's, DD 215's, or NGB 22's, please submit the one with the latest date.  Coast Guard must submit a certified copy of the military separation from either the Department or Transportation (Before 9/11) or the Department of Homeland Security (After 9/11).  Discharge papers must list an Honorable Discharge Status.  Discharge papers not listing an Honorable Discharge Status are not acceptable

OR

• A copy of a valid State ID Card or Driver's License which identifies the holder of the ID as a Veteran, may also be attached to the application at time of filing. If items are not attached, you will not be eligible for Veteran Preference

VETERANS MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS OR APPLICABLE STATE ID CARD OR DRIVER'S LICENSE AT TIME OF INTERVIEW 

BENEFITS PACKAGE

• Medical, Dental, and Vision Coverage
• Basic Term Life Insurance
• Pension Plan
• Deferred Compensation Program
• Paid Holidays, Vacation, and Sick Time
• You may also qualify for the Public Service Loan Forgiveness Program (PSLF)

For further information on our excellent benefits package, please click on the following link: http://www.cookcountyrisk.com/

Degrees awarded outside of the United States with the exception of those awarded in one of the United States' territories and Canada must be credentialed by an approved U.S. credential evaluation service belonging to the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE).  Original credentialing documents must be presented at time of interview. 

COOK COUNTY HEALTH AND HOSPITALS SYSTEM IS AN EQUAL OPPORTUNITY EMPLOYER.