Administrative Assistant III, Transplant Department - Full-Time, Days

Be a part of a world-class academic healthcare system, UChicago Medicine, as an Administrative Assistant III in the Transplant department. Here, you be responsible for proactively and with minimal supervision identifying, addressing, and resolving administrative and related issues for areas reporting to the Facility Operations Program Management Office including, but not limited to, Facility Operations office management, Facility Operations Program Director support, as well as specially assigned projects. May be required to work on various tasks concurrently with the need to prioritize work as dictated by management needs. May work independently or as part of the administrative support team. This is the Transplant Kidney/Liver Department. This position requires you to work onsite 3-4 days per week with flexibility to work remotely after the probationary period 1-2 days a week. You will need to be based in the greater Chicagoland area.

Essential Job Functions

• Schedule meetings as requested with multiple individuals, particularly senior level leaders

• Creates presentations related to assigned projects

• Completes all purchase orders, check requests and maintains an organized system to track ongoing progress

• Understands hospital operating system to expedite and maximize efficiency

• Processing of invoices and monthly accounting reports

• Prepares and update reports and upholds confidentiality regarding financial information

• Orders supplies, maintains form and inventory per office needs

• Prepares spreadsheets and reports as specified and organizes copies and prepares materials for meetings

• Maintains strict confidentiality on all issues related to the position, meets deadlines with professionalism and work independently

• Performs other duties as assigned

Required Qualifications

• High School Diploma
• Minimum of five (5) years of increasingly responsible administrative or secretarial experience
• Strong written and verbal communication skills
• Strong PC or Mac word processing experience required specifically including use of spreadsheet software such as Excel
• Must be able to plan, organize and work on various tasks concurrently; must be able to independently prioritize multiple tasks in a professional manner
• Must be able to independently and professionally interact with customers, both internal and external to the Hospitals
• Strong interpersonal skills

Preferred Qualifications

• Associate’s degree or higher

• Administrative or secretarial experience in a complex healthcare system, academic institution, and/or legal setting

• Advanced Microsoft Outlook skills, including calendar optimization, conflict resolution, meeting logistics, and coordination of competing scheduling priorities

• Experience managing travel logistics, including itinerary coordination, booking accommodations, and processing reimbursements

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Microsoft Teams

• Epic experience

Position Details

• Job Type/FTE: Full-Time (1.0 FTE)
• Shift: Day Shift (8:00 am - 5:00 pm)
• Work Location: Flexible Remote (Onsite 3-4 days after training period)
• Unit/Department: Transplant Department – Hyde Park
• CBA Code: Non-Union

In this role, we anticipate that you will generally work approximately 40 hours per week. We anticipate that you will generally be scheduled to work the Day shift, from approximately 8:00 am-5:00 pm and will not be scheduled for on-call shifts. We anticipate you will be scheduled to work 80% at the Hyde Park campus. We anticipate that you will be able to work remotely 20% of the time after probationary period. The days of the week that you are scheduled will be Monday – Friday.