ADMINISTRATIVE ASSISTANT III - PROFESSIONAL EDUCATION

Location
Health and Hospital Systems, Chicago, IL
Salary
$25.049 HOURLY
Posted
Aug 31, 2017
Closes
Sep 27, 2017
Specialty
Education, Office
Contract Type
Permanent
Hours
Full Time
Job Number: 00120831

Location:

Professional Education Dept.

Stroger Hospital

1901 W. Harrison St.

Chicago, IL 60612

Shift: 8:00am-4:00pm

JOB SUMMARY

The Administrative Assistant III provides confidential administrative support, secretarial duties and clerical functions for the Division Chair and Division members including reception, scheduling, correspondence and data entry functions.

TYPICAL DUTIES
  • Rounding Residents
  • Facilitates the check-in process for residents employed by other institutions by assuring that the resident has the following:
  • Approved application for an elective rotation
  • Copy of a current Illinois medical license
  • Copy of a current Advanced Cardiac Life Support (ACLS) card
  • Copy of professional liability insurance
  • Proof of Bloodstream Infections (BSIs)/infection control class training
  • Certificate of compliance health form
  • Educational Commission for Foreign Medical Graduates (ECFMG) certificate (if foreign medical graduate)
  • Proof of a Criminal Background Check in the United States
  • Interacts with the resident in a courteous and helpful manner
  • Enters the required Interns and Resident Information System (IRIS) information in New Innovations
  • Enters the residents schedule in New Innovations
  • Files the paperwork as necessary
  • JSH Residents
  • Facilitates the licensing process for residents to be employed by .JSH by assisting the resident with the following (primarily responsible for residents in Anesthesia, Internal Medicine, Pain Management, Neonatology, Toxicology, Radiology, OB/Gyne, and Preventive Medicine):
  • A signed contract for the first year of training
  • The documents and payment required by the Illinois Department of Financial and Professional Regulation (IDFPR) in order to receive a temporary license. The coordinator then forwards these to the IDFPR office in Springfield. For residents who are applying for a permanent license, the coordinator verifies that they have sent their paperwork directly to Springfield
  • Communicates with the resident regarding further documentation required by IDFPR after they have reviewed the temporary licensing file.
  • Prints verification of either the temporary or permanent license from the IDFPR website, signs, dates, and files it
  • Enters the license verification in New Innovations
  • Periodically forwards a list of those residents that have been licensed to the Department of Human Resources at JSH
  • Prepares necessary documents to be hired as required by Human Resources (HR) (set ups)
  • Facilitates promotion process (step increases) for current JSH housestaff
  • Create promotions list
  • Prints distributes and collects contracts
  • Delivers contracts to HR with a list of housestaff names and corresponding step increases
  • Facilitates Graduation Certification Process
  • Prepare the order for printing certifications for graduating housestaff
  • Distributes certificates to graduating housestaff
  • Maintain file of printed and mailed certificates by scanning it and attaching it to their New Innovations file
  • Provides HR with Separation Action Form (SAF) for departing housestaff in a timely manner
  • Assists with the exit process for departing housestaff
  • Verifies accuracy of exiting housestaff in New Innovations.
  • Verification of Training
  • Oversees the preparation and timely submission of accurate information regarding graduates of JSH residency and fellowship programs in response to credentialing requests
  • Credential requests are made via email, telephone and fax
  • Response is expected within one business day when possible
  • Response includes verification of training program and dates of training using
  • Professional Education (PE) historical records including a reference book and electronic database
  • Assists Student Coordinator with undergraduate medical education tasks as necessary.
  • Participates as an active member of the PE staff in other functions and tasks as needed.
  • Facilitates communication among staff to improve department performance
  • Facilitates communication between staff members to resolve conflicts
  • Facilitates the Annual Orientation for New Housestaff
  • Reserves the space where orientation will be held
  • Assists the Chair with the preparation and distribution of the agenda
  • Contacts the speakers to find a convenient time for their presentation, and later reminds the speaker of their obligation
  • Provides handouts as requested by the speakers
  • Assures that the Audio-visual equipment is present and functioning for each day of the orientation
  • Communicates with parking services regarding the orientation attendees

MINIMUM QUALIFICATIONS
  • 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 member of management is required
  • One (1) year of experience with one or more of the following activities: scheduling events with multiple participants, timekeeping, updating records and reports, experience responding to basic email communications is required
  • Intermediate experience in Microsoft Office applications including Excel, Word, PowerPoint and Outlook is required. (May be required to pass a proficiency test.)

MUST MEET ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING.

KNOWLEDGE, SKILLS AND ABILITIES
  • 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

VETERAN PREFERENCE

PLEASE READ

When applying for employment with the Cook County Health & Hospital System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service

To Take advantage of the preference a Veteran must:
  • Meet minimum qualifications for the position
  • Identify self as a Veteran on the employment application by answering "Yes" to the question, "Are you a Military Veteran?"
  • Attach a copy of their DD 214, DD 215, or NGB 22 (Notice of Separation) at time of application filing. Please note: If you have multiple DD 214's, DD 215's, or NGB 22's, please submit the one with the latest date. Coast Guard must submit a certified copy of the military separation from either the Department or Transportation (Before 9/11) or the Department of Homeland Security (After 9/11). Discharge papers must list an Honorable Discharge Status. Discharge papers not listing an Honorable Discharge Status are not acceptable

OR

A copy of a valid State ID Card or Driver's License which identifies the holder of the ID as a Veteran, may also be attached to the application at time of filing.

If items are not attached, you will not be eligible for Veteran Preference

VETERANS MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS OR APPLICABLE STATE ID CARD OR DRIVER'S LICENSE AT TIME OF INTERVIEW

BENEFITS PACKAGE

  • Medical, Dental, and Vision Coverage
  • Basic Term Life Insurance
  • Pension Plan
  • Deferred Compensation Program
  • Paid Holidays, Vacation, and Sick Time
  • You may also qualify for the Public Service Loan Forgiveness Program (PSLF)

  • For further information on our excellent benefits package, please click on the following link: http://www.cookcountyrisk.com/


    *Degrees awarded outside the United States with the exception of those awarded in one of the United States' territories and Canada must be credentialed by an approved U.S. credential evaluation service belonging to the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE). Original credentialing documents must be presented at time of interview.



    *Please note all offers of Employment are contingent upon the following conditions: satisfactory professional & employment references, healthcare and criminal background checks, appropriate licensure/certifications and the successful completion of a physical and pre-employment drug screen.



    *CCHHS is strictly prohibited from conditioning, basing or knowingly prejudicing or affecting any term or aspect of County employment or hiring upon or because of any political reason or factor.

    COOK COUNTY HEALTH AND HOSPITALS SYSTEM IS AN EQUAL OPPORTUNITY EMPLOYER.