Schedule varies between 8am-4:30pm and 8:30-5:00pm. Dependable to clinic needs and staffing.

Address: 3000 N. Halsted St. Chicago, IL 60657

Hours: Schedule varies between 8am-4:30pm and 8:30-5:00pm.

Major Responsibilities:

• Ensures the continued efficient and effective operation of the department.
  • 1)Ensures the timely completion of work and or projects as requested by the Director and Supervisory Staff.
  • 2)Maintains an effective working relationship with other staff, utilizing discretion and a high degree of collaboration. Identifies, resolves and/or recommends resolutions to office and/or operations related problems.
  • 3)Implements departmental and systemwide policies/procedures as needed.
  • 4)Updates and maintains procedure book for Center/Department/Division.
  • 5)Prioritizes and directs short and long term activities and work assignments of Department/Division.
• Maintains the daily schedule for the Directors appointments and coordination of calendar.
  • 1)Answers and screens phone calls.
  • 2)Sets appointments as needed.
  • 3)Makes travel arrangements as required.
  • 4)Meets daily to discuss calendar and appointment book.
  • 5)Opens and responds to mail.
  • 6)Works with other centers to schedule and coordinate meetings for Directors.
  • 7)Assists in orientation of new associates to Department and Supervisory Staff.
  • 8)Arranges for visits including coordination of trip, lodging, along with special lunch/dinner arrangements, arranges for guest speakers and other special events, as requested.
• Responsible for all correspondence relating to the Director of the Center.
  • 1)Composes correspondence as necessary.
  • 2)Coordinates and conducts research projects. Gathers information for others as requested
  • 3)Takes and transcribes dictation, via shorthand or tape.
  • 4)Types protocols, memos, letters, weekly, monthly reports.
  • 5)Compiles and analyzes materials for reports and prepares reports as requested.
  • 6)Photocopies materials as needed or required, maintains confidentiality of all such materials.
  • 7)Coordinates the filing of journals and articles as requested.
  • 8)Takes action upon all mail, correspondence received.
• Responsible for handling/tracking of miscellaneous funds and supplies.
  • 1)Maintains inventory and stock levels of supplies for Center.
  • 2)Coordinates upkeep and repair of office equipment, copier, fax, computers, etc.
  • 3)Uses Excel to track funds
• Coordinates Center/Department meetings and others as needed.
  • 3)Orders refreshments for meetings and conferences, schedules rooms, orders media equipment as needed.
  • 1)Takes minutes at all Center/Department meetings and other meetings as requested.
  • 2)Distributes agendas and minutes on a regular basis.
• Assists Center Director to manage operating budget, equipment needs, software needs, etc.
  • 1)Monitors expenses. Reviews monthly budget reports.
  • 2)Provides statistical data and records for division expenses to Operations Manager.
  • 3)Conducts yearly reviews of Center/Department/Division needs (i.e. computers, software etc.) and makes recommendations to Operations Manager and Division Director.
  • 4)Reconciles variances as requested.
  • 5)Works with outside vendors that provide functional services to Centers/Departments.
• Establishes and maintains file system for the Center/Division/Department.
  • 1)Coordinates hard copy filing system/confidential records.
  • 2)Maintains and updates computer files and is responsible for the upkeep of related software programs.
  • 3)Performs statistical typing and formats, complex tables and graphs as requested.
• Performs other duties and special projects as assigned by Director, Center/Division/Department and others within the Department.

Education/Experience Required:

• High school diploma or equivalent. Associates degree or equivalent experience plus 3 to 4 years office experience. Good computer skills in Excel, Powerpoint, Microsoft Word.

Knowledge, Skills & Abilities Required:

• Strong communication and organization skills. • Accurate 65 wpm typing preferred. • To be able to handle an “on the spot situation” or know who to call to get assistance.
• N/A

Physicial Requirements and Working Conditions:

• N/A

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.