at Rush University Medical Center in Chicago, Illinois, United States
Job Description
Job Title:
Administrative Assistant 1 – Full – time
Department:
Alzheimer Disease Center
Shift:
1st
Full/Part:
Active Regular FT (72 to 80 hours per pay period)
Specialty:
Research
Job Number:
2022-4454
Job Description:
General Summary:
Under general supervision, this position provides general administrative and office management functions for the Rush Alzheimer’s Disease Center (RADC). Performs administrative duties, acts as a liaison between administrative and academic offices; independently handles all administrative details as they arise. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.
Principal Duties and Responsibilities:
.
1. Prepares check requests, purchase orders for invoices, special orders and standing POs, travel authorizations, expense reports, petty cash, deposits and independent contractor agreements. This includes, but is not limited to, seeing that all required paperwork is in place and in order prior to submission to Dean’s office, fund accounting or accounts payable; tracking and following all paperwork through approval process; providing assistance and information, such as vendor payment status, as required. This includes delivering paperwork to appropriate departments either in person or electronically.
2. Coordinates and schedules meetings, conferences and events. This includes scheduling (rooms and guests), set-up and take down, media services, food requests, participation, hotel reservations, and payment tracking, etc.
3. Handles Payroll/time and attendance entries.
4. Works with departmental manager, communications specialist, and faculty to assist in keeping RADC website up to date.
5. Acquires media assets, ensures photo and media consents from participants and community members are obtained and stored properly.
6. Prepares internal communications; this includes gathering and consolidating information and preparing documents for print and electronic distribution.
7. Orders office supplies for the clinic and administrative/faculty offices as needed.
8. Provides office support to the RADC faculty, including assistance with typing manuscripts for faculty, updating CVs/biosketches and Other Support documents; reporting for government agencies; creating PowerPoint presentations, uploading journals for submission, etc.
9. Assist with RADC publication tracking: monitor PMCID’s and NIHMS numbers, assess NIH public access compliance, update faculty MyNCBI accounts
10. Assist with administrative components of grant applications, progress reports and JIT submission.
11. Performs related duties as assigned.
Knowledge, Skills and Abilities:
Knowledge: High School Diploma required, Bachelor’s degree highly preferred. 3-5 years of administrative experience required. Experience creating print or e-media strongly preferred.
Skills: Excellent verbal and written skills; must be able to compose own correspondence. Demonstrated organizational skills; attention to detail required. Proficiency with Microsoft Office Suite.
Abilities: Ability to interact with a wide variety of people. Understand the need for and maintain confidentiality in all matters. Ability to prioritize and multitask. Ability to make decisions; must be self-motivated; must be able to use time and resources effectively; must be able to make and implement plans.
Company Highlights:
+ Ranked among the top academic medical centers in the country, Rush University Medical Center is an outstanding place to enhance your career. Everything we do centers on one goal: improving patient care.
+ The Association for the Accreditation of Human Research Protection Programs (AAHRPP) has awarded Rush full accreditation for three years. Rush is one of the first academic medical centers in Illinois to receive this accreditation.
+ As an academic medical center, Rush University Medical Center in Chicago, Illinois, is committed to advancing medical knowledge through research. Investigators at Rush are involved in more than 1,600 projects, including hundreds of clinical studies to test the effectiveness and safety of new therapies and medical devices, as well as to expand scientific and medical knowledge.
+ RUMC offers a competitive salary, outstanding benefits & the professional advantages of an environment that supports your development & recognizes your achievements.
+ Rush University is home to one of the first medical colleges in the Midwest and one of the nation’s top-ranked nursing colleges, as well as graduate programs in allied health, health systems management and biomedical research.
Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
