Administrative Assistant Sr - Clinical and Academic

Ann & Robert H. Lurie Children’s Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do. Ann & Robert H. Lurie Children’s Hospital of Chicago is ranked in all 10 specialties by the U.S. News & World Report.

Administrative Job Functions:

• Provides advanced administrative assistance to clinical and/or operational initiatives.

• Manages calendars and coordinates meetings for leadership/faculty.

• Develops itineraries for faculty recruitment visits; coordinates travel; arranges internal and external meetings to include venue selection, catering requirements, and all relative logistics.

• Develops meeting materials, agendas, and meeting notes upon request.

• Produces correspondence, reports, and presentations using Microsoft Office Suite applications.

• Reconciles purchasing card, submits expense reports, purchase orders, and check requests.

• Practices project management, work task breakdowns, prioritization, and scheduling.

• Works with Division Leadership to streamline office workflows for maximum efficiency of work group or team.

• May orient and coach other Administrative Professionals (AP) across the organization and/or lead committees specific to AP work.

• Manages department lists and directories; creates and maintains departmental organization charts.

• Leads medium to large scale projects and performs other duties inherent to a successful project.

• Other job functions as assigned.

Clinical Job Functions:

• Partners with clinicians to support a subspecialty program's patients throughout their care pathway. This position will assist in patient onboarding and program specific initiation activities, scheduling initial visits and related testing (when appropriate) and scheduling follow up appointments and procedures as deemed appropriate by the clinical team.

• Supports the coordination of the subspecialties clinical meetings by creating agendas, taking minutes, identifying administrative tasks to support patient needs.

• Maintains program-specific content for Divisional website (Lurie and NU) and works with appropriate departments to update content routinely. Collaborates with Marketing to create and distribute marketing/promotional materials.

• Partners with central scheduling and registration teams to manage the request for service workqueues associated with their subspecialty focus.

• Coordinates complex patient schedules involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.

• Function as liaison between patients, families and the clinical team. Assist families in navigating the Lurie system. This could include working in clinic, meeting with families to go over appointment scheduling and follow-up visits and coordinating with ancillary departments.

• Collaborates with central registration to ensure patients have updated insurance information, prior authorization is initiated in advance of the rendered service, and referrals are obtained, if appropriate.

• Other job functions as assigned.

Administrative Professionals Core Competencies

• Accountability: Acknowledges and assumes responsibility for one's actions within their role

• Exhibits willingness to report, explain, and be answerable

• Demonstrates a high level of care, accuracy and thoroughness

• Effectively and efficiently manages time, efforts, and workload Takes ownership of one's work

• Communication Demonstrates good written, oral and listening skills

• Clearly conveys and receives information and ideas through a variety of media in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback

• Keeps others informed as appropriate

• Readily shares information, knowledge and personal strengths with others

• Continuous Learning Applies performance measures to everyday work, not just for the annual review

• Pursues training and development opportunities consistent with career objectives Participates in activities that improve own skills and capabilities

• Applies positive and negative lessons to improve personal effectiveness

• Masters' new ideas with minimal oversight Incorporates new information and concepts quickly and automatically

• Professionalism Creates and fosters collegial relationships to facilitate projects and/or common goals

• Presents self to colleagues and patients/internal customers in a manner appropriate for the workplace

• Remains positive, flexible and productive through changes, transitions, and difficult situations

• Adapts well to changes in assignments and priorities; modifies behavior or work to respond to new information, conditions or unexpected obstacles

• Dresses speaks and interacts to represent oneself, department, and the hospital in a positive light

• Service: Determines the wants and needs of patient/internal customers and acts accordingly

• Responds in a manner that provides satisfaction for the patient/internal customer with the resources available

• Provides excellent customer service

• Role-based Competencies: Accuracy and Attention to Detail

• Effective Communication Managing Multiple Priorities Office Administration

• Problem Solving

• Process Improvement

Minimum Requirements

• Bachelor's Degree preferred; minimum of 3+ years' in a comparable role preferred. Hospital or physician office experience preferred.

• Excellent written and verbal communication skills, self-motivated and professional.

• Solid time management / problem solving skills with the ability to prioritize work to meet stringent deadlines.

• Ability to work independently and complete tasks with accuracy and minimal direction.

• Proficient in Microsoft Word, Excel and PowerPoint; advanced proficiency in Outlook required.

• Ability to develop and sustain a professional relationship with staff and all levels of leadership.

• Must display a high level of integrity and appropriately manage confidential information, meeting all compliance standards.

Education

Pay Range

At Lurie Children’s, we are committed to competitive and fair compensation aligned with market rates and internal equity, reflecting individual contributions, experience, and expertise. The pay range for this job indicates minimum and maximum targets for the position. Ranges are regularly reviewed to stay aligned with market conditions. In addition to base salary, Lurie Children’s offer a comprehensive rewards package that may include differentials for some hourly employees, leadership incentives for select roles, health and retirement benefits, and wellbeing programs. For more details on other compensation, consult your recruiter or click the following link to learn more about our benefits.

Benefit Statement

For full time and part time employees who work 20 or more hours per week we offer a generous benefits package that includes:

Medical, dental and vision insurance

Employer paid group term life and disability

Employer contribution toward Health Savings Account

Flexible Spending Accounts

Paid Time Off (PTO), Paid Holidays and Paid Parental Leave

403(b) with a 5% employer match

Various voluntary benefits:

• Supplemental Life, AD&D and Disability
• Critical Illness, Accident and Hospital Indemnity coverage
• Tuition assistance
• Student loan servicing and support
• Adoption benefits
• Backup Childcare and Eldercare
• Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members
• Discount on services at Lurie Children’s facilities
• Discount purchasing program

There’s a Place for You with Us

At Ann & Robert H. Lurie Children’s Hospital of Chicago and its affiliates (collectively “Lurie Children’s”), we embrace and celebrate diversity and equity in a serious way. We are committed to building a team with a variety of backgrounds, skills, and viewpoints — recognizing that diverse identities strengthen our workplace and the care we can provide to the Chicago community and beyond. We treat everyone fairly, appreciate differences, and make meaningful connections that foster belonging and allyship. This is a place where you can be your best, so we can give our best to the patients and families who trust us with their care.  

Lurie Children’s and its affiliates are equal employment opportunity employers.  We value diversity and are committed to creating an inclusive environment for all employees.  All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin, ancestry, age, disability, marital status, pregnancy, protected veteran status, order of protection status, protected genetic information, or any other characteristic protected by law. 

For questions about how to request an accommodation please contact: [email protected]

AI Notice 

Lurie Children’s utilizes certain AI-enabled features within our recruiting platform to support candidate engagement and assist recruiters in identifying and prioritizing applicants whose experience aligns with job requirements. All employment decisions are made by individuals.

It is a civil rights violation with respect to recruitment, hiring, promotion, or employment for an employer to use artificial intelligence that has the effect of subjecting employees to discrimination on the basis of protected classes under the Illinois Human Rights Act or to use zip codes as a proxy for protected classes.

For questions about the use of artificial intelligence in this process or any additional support, please contact: [email protected]