Administrative Assistant II

Part time - 25 hours per week, 5 hours per day –
possibility for extra hours. 7-noon Monday – Friday
100% onsite – Grayslake

Summary
This person will be responsible for managing the daily intake and coordination of study participants at the ACPRU. This role supports study teams by maintaining accurate clinic schedules, coordinating participant communications, preparing required documentation, and ensuring participant identification and visit-readiness procedures are completed accurately and efficiently.
Responsible for the daily intake of study participants arriving at the ACPRU.
Confirm participant identity and apply participant identifiers before participants enter the laboratory.
Prints participant wristbands after identity confirmation.
Notifies study teams of participant arrivals and visit type.
Updates clinic schedules with accurate daily participant counts.
Follows up with prospective participants to confirm their estimated time of arrival, when participants are running late to their appointment.
Monitors daily telephone calls and messages related to outpatient visits.
Collects, organizes, and uploads essential screening documents to esource.
Prepares participant charts and supporting materials for upcoming visits.
Sends appointment reminders to prospective participants.
Maintains accurate and timely participant records in accordance with study procedures and applicable requirements.
Communicate effectively with prospective participants, study teams, and clinic staff to support smooth daily operations.

Qualifications:
Admin assistant with experience in clinical setting/doctor office.
Comfortable processing large volume of people at a time
Ability to de-escalate situations
Attention to detail
Computer skills (Microsoft)
Medical record data entry experience
Able to start early in the AMs (ideally around 6:30 to prepare for daily activities)
Able to work M-F (onsite work)

EEO:

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”