Administrative Assistant 2 - Legal

at Rush University Medical Center in Chicago, Illinois, United States

Job Description

Job Description

Location: Chicago, IL

Hospital: RUSH University Medical Center

Department: Office Of Legal Affairs

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (9:00:00 AM – 5:00:00 AM)

Summary:

The Administrative Assistant 2 provides advanced support in managing the operational activities of the Department. The Administrative Assistant uses a pattern of orderly, efficient communication and a high degree of initiative and independent judgment to relieve management of administrative detail. The Administrative Assistant accepts appropriate responsibility and prioritizes multiple assignments and projects in a complex and constantly changing environment. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures.

Required Job Qualifications:

- Associate or Bachelor’s degree

- Strong project and time management skills.

- Ability to work in complex administrative systems.

- Ability to interact effectively with internal and external customers.

- Excellent written and verbal communication skills.

- Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software.

- Ability to coordinate and prioritize multiple tasks, projects, and schedules.

- Ability to work independently.

- Ability to interact effectively and efficiently with all levels.

Responsibilities:

1. Meets the administrative needs of department management and staff members.

2. Coordinates meetings as assigned: planning, preparation of materials, implementation, and evaluation.

3. Assists management with budgetary issues.

4. Compose business documents as assigned.

5. Independently create correspondences to meeting follow ups and response to employees etc.

6. Plans employee and departmental special events.

7. Writes, edits and formats content of departmental communication.

8. Maintains and manages the calendars of Legal management. Arranges and coordinates appointments, conferences, and meetings in a timely manner. Provides regular scheduling updates to Legal management to ensure management is prepared. Handles urgent issues when they arise. Proactively manages conflicts and plans for future needs.

9. Appropriately follow-ups on action items between meetings.

10. Prepares and maintains an electronic file to trend programmatic expenses and contribute to the budget process.

11. Identifies and implements improvements in office efficiencies.

12. Initiates and/or reconciles check requests, purchase orders, travel vouchers as indicated for the department cost centers.

13. Independently makes travel arrangements for Legal management.

14. Prioritizes incoming communication, requests for meeting, and escalates appropriate items to management’s attention.

15. Maintains a working knowledge of Rush standard computer applications.

16. Coordinates manager and staff office space, such as telephone changes, movement of equipment, maintenance requests, etc. which support administrative operations.

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.

Position Administrative Assistant 2 – Legal

Location US:IL:Chicago

Req ID 10538