ADMINISTRATIVE ASSISTANT III - PHARMACY INPATIENT SERVICES

Cook County•Chicago, IL

19h•Onsite

About The Position

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 Mains 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. Mains 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.

Requirements

High School diploma or GED is required (Must provide proof at time of interview)
Three (3) years of prior experience providing administrative support to a department or a member of management is required
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%25 minimum proficiency rate is required.)
MUST MEET ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING.
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

Responsibilities

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.