Overview
Administrative Assistant/Receptionist Jobs in Elk Grove Village, IL at Porte Brown, LLC
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nder limited supervision, coordinates and performs a variety of administrative and operational support d
uties for medical education, including but not limited to directing calls and routine inquiries, processing of correspondence, forms, reports, budgets, bookkeeping, process forms & information, perform data entry as needed and maintain established spreadsheets, establish and maintain files and records. Prepare, edit, and proofread documents to ensure accuracy. The administrative assistant should be a self-motivated individual who is able to process information efficiently and with great attention to detail. He or she must exhibit the highest levels of professionalism and problem-solving abilities for routine to complex inquiries or problems. The candidate will be expected to follow and ensure compliance with institutional.
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eception, Information and Inquiries: F
ollowing departmental protocol greets, determines needs & directs patients/parents, internal staff and external visitors; accepts, screens & routes telephones calls. A
nswers inquiries, provides forms/information, or resolves problems concerning activities and/or operations of department; follows through, as required, to meet needs of customers. O
pen and distribute incoming mail and prepare/process outgoing mail/packages. A
ppointments, Meetings and Events : C
oordinates and schedules appointments, interviews, meetings or events; exercises discretion and judgment to coordinate calendars for multiple individuals, care providers or groups. S
chedule routine appointments, interviews or meetings; exercises some discretion and judgment to best meet needs of department and individuals. E
stablish regular meetings as appropriate with these staff persons to stay abreast and adjust for new or ongoing needs or issues within the department. C
orrespondence, Reports and Documents: P
erforms a variety of assignments utilizing computer to prepare, transcribe, type, edit and distribute agendas, minutes & documents compose routine to complex correspondence & documents; creates f
orms, flyers, templates as needed. S
tatistics/Records Maintenance and Reports: C
ompiles and maintains statistics, budget or data pertaining to departmental operations. P
repares or assists with preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis; prepares reimbursement requests, work orders, requisitions etc. in accordance with pre-established procedures. C
opies and/or duplicates materials; prepare and transmit facsimiles. P
roofreads all work to ensure accuracy and neatness. A
dministrative Activities: A
nticipates, plans and coordinates activities to manage assigned administrative support responsibilities. M
ay be requested provide instruction and/or training to others in activities, processes and responsibilities directly related to this position. M
aintains and expands own competencies by attending training sessions or educational programs, as d
irected. Encourages team members to adhere to professional standards and to expand competencies. U
pdate and report learner registration status R
un validation reports and follow-up with non-compliant learners. W
ork with registration and education staff to ensure proper scheduling. M
anages and oversees learners’ weekly work schedules. S
chedule learner badge appointments. E
nsure badges have been issued and deactivated. R
un monthly RAS learner reports. R
eview and compares RAS and ECHO reports to ensure accuracy. P
repare welcome packets and coordinates the printing of recruitment materials. R
etrieve learner registration documents and scans to electronic folders. D
ownload online registration documents to electronic folders. C
ontact coordinators and/or learners regarding missing documentation. R
evise registration documentation as needed. U
pload learner photos to the online Privileges system (ECHO). D
istribution of recruitment applications to interviewers. M
onitor learners’ weekly work schedules in Myevaluations. F
ollowing with learners not-compliant with registration requirements. D
istribution of garage parking cards. C
ollect and deposit parking garage payments. S
ubmit learner beeper numbers to the resource to add to intellidesk and submit requests for deactivations. A
dministrative duties including but not limited to Processing check requests, downloading ERAS evaluation reports tosend to faculty, logging evaluations when received, running reports on evaluations not completed, updating website and blackboard as needed, logging of resident conference attendance A
s assigned, actively participates in and contributes to departmental/ organization wide committees. P
osition may require travel to departments located in other buildings or on other campuses for duties i
ntegral to the position. D
emonstrates knowledge of the population-specific differences and needs of patients in appropriate, specific populations from young children through adolescence and applies them to practice. Demonstrates cultural sensitivity in all interactions with patients/families and co-workers. D
emonstrates support for the mission, values and goals of the organization through behaviors that are c
onsistent with the Connecticut Children’s Standards. S
pecial Considerations: T
his role will entail planned flex time which may include flexing to other work locations including to the satellite locations and/or flexing schedules to include evenings and/or weekends.
E
ducation and/or Experience Required: H
igh School Diploma or GED with five (5) years progressively increasing experiences directly related to the duties and responsibilities specified required. A
ssociate’s degree with a minimum of three (3) years administrative support experience preferred.
K
nowledge, Skills and Abilities: K
nowledge of: P
roficient with Microsoft Windows operating system and Microsoft Office applications including Microsoft Word, Excel, PowerPoint, must be able to generate tables, spreadsheets and presentations. E
xperience with managing relevant databases such as RAS, EndNote S
kills: I
ntermediate to Advanced level word processing skills and spreadsheet skills. D
atabase management skills including ability to utilize database applications, perform basic queries and p
roduce reports. S
kill in use of operating basic office equipment (e.g. copier, fax, calculator, multi-featured telephone). E
ffective use of patience in day-to-day performance. A
bility to: U
nderstand and apply knowledge of department/organizational policies and procedures to resolve routine to complex problems and meet multiple needs of customers. M
ulti-task and problem solve with working knowledge of unit/department. O
rganize and manage time, activities and processes on weekly and/or project basis. M
ake administrative/procedural decisions and judgments. F
ocus on customer needs and follow through to meet needs. A
s assigned, gather, review and compile information and prepare accurate and comprehensive reports, often with deadlines M
aintain calendars and schedule appointments utilizing electronic scheduling software. C
reate, compose and edit written materials. F
Title: Administrative Assistant/Receptionist
Company: Porte Brown, LLC
Location: Elk Grove Village, IL
