Overview
Office Administrator Jobs in Chicago, IL at Katsivalis & Anderson Law
Description:
REPORTS TO: Chief Operating Officer of the Health Centers
WORK SCHEDULE: Monday – Friday, dayshift hours with some flexibility required; 37.5 hours per week (full-time, benefit-eligible)
RATE OF PAY: $20.70 per hour
POSITION SUMMARY:
This position shall support the Health Center Management Team in coordinating the administrative activities of the day-to-day operations of the Health Centers. This position will apply professional administrative knowledge and skills to ensure efficient operations within the Health Center and shall be responsible for administration systems, processes, procedures, and projects within the Health Center Management office.
EXAMPLES OF RESPONSIBILITIES:
1. Responsible for coordinating administrative activities for the Health Center Management team.
a. Coordinates internal and external meetings and assists in coordinating administrative activities as needed.
b. Schedules meetings, books meeting rooms, disseminates materials, invites attendees, and records minutes for meetings as requested.
c. Creates, organizes, and disseminates materials with little guidance.
d. Responsible for maintaining the calendars of the Chief Operating Officer of the Health Centers, the Clinical Development Manager, and the Chief Medical Officer.
e. Coordinates Peer Interview Process under the direction of the Health Center Management team.
f. Assists in coordinating policy and procedure review and updates activities across various service lines.
2. Responsible for purchasing and equipment maintenance.
a. Responsible for office supply inventory, ordering, and preparing documents needed for purchases.
b. Assists in coordinating proper maintenance of office equipment, including copier, fax machine, postage meter, telephone system, etc.
c. Works with Information Technology and Facilities teams to submit requests and coordinate the completion of the requests.
d. Assists in negotiating the purchase of office supplies, furniture, office equipment, etc., in accordance with company purchasing policies and budgetary restrictions.
3. Responsible for supporting logistical needs of the Health Centers and staff.
a. Coordinates travel arrangements for Health Center staff and processes reimbursement forms for Health Center Management team members.
b. Coordinates with the Health Center Management team as items need to be transported between Health Centers.
c. Responsible for handling and processing incoming mail to the Health Center.
4. Responsible for supporting Health Center quality and performance initiatives.
a. Assists in the coordination of quality audit activities across a variety of service lines.
b. Assists in performing monthly/quarterly inspections per Agency and Department of Health regulations.
c. Responsible for running a variety of reports on a regular occurrence and distributing them to appropriate team member(s).
5. Responsible for general office management duties.
a. Assists with Health Center phone coverage as needed. Creates and continuously improves highly effective office systems, processes, and procedures by analyzing current and anticipated office needs and provides an efficiently organized means of meeting identified needs.
b. Manages multiple concurrent projects, processes, and assignments, ensuring quality outcomes delivered on time; assists with project planning, prioritization, and organization to ensure successful project focus and outcomes; follows up with others on project deliverables to ensure project/goal accomplishment within established timeframes.
c. Manages office information, including hard copy and electronic files and data, ensuring appropriate confidentiality of information access and retrieval; utilizes office information systems for on-demand information retrieval and preparing communications and reports.
d. Provides service excellence to internal and external customers through office reception practices, communication management practices, professionally managing customer needs and concerns, anticipating and responding to customer requests, or making active referrals to subject matter experts/decision-makers who can fulfill the customer’s request.
e. Ensures essential communication is composed, produced, organized, and disseminated for specific recipients, including managing electronic and hard copy mail, preparing board meeting announcements, correspondence to internal and external recipients, preparing information packets, and responding to telephonic, electronic, and hard copy communication.
f. Perform other clerical duties as requested.
Requirements:
1. Associate degree in an office or business field with office experience preferred or a minimum of five (5) years of Administrative Assistant or equivalent experience is required.
2. Two years’ previous clinical office experience is preferred.
3. Ability to communicate effectively both orally and in writing with employees and the general public, maintain confidentiality in daily operations, and conduct daily duties professionally.
4. Excellent organizational, planning, and problem-solving skills required.
5. Ability to manage multiple tasks and complete duties in a timely manner while working independently.
6. Must be proficient in Microsoft Office, including Outlook, Word, Excel, and Publisher. Proficiency in electronic medical records (eCW) preferred.
7. Medium work: Ability to lift and carry up to 25 lbs.
8. Excellent hand-eye coordination
9. Ability to sit for long periods of time
10. Ability to tolerate extensive exposure to computer monitor/screen
11. Ability to tolerate extensive use of computer keyboard.
Title: Office Administrator
Company: Katsivalis & Anderson Law
Location: Chicago, IL
