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Job Description

Location: Chicago, Illinois

Business Unit: Rush Medical Center

Hospital: Rush University Medical Center

Department: COO

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 5:00:00 PM)

Rush offers exceptional rewards and benefits learn more at our Rush benefits page (https://www.rush.edu/rush-careers/employee-benefits).

Pay Range: $72,571 - $118,102

Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush’s anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Job Summary:

Serves as a liaison and representative for Sr. Leadership. Provides comprehensive administrative and management support related the office operations; internal and external complex meeting scheduling, organization and management; special projects and slide deck preparation; complex daily calendaring; meeting agenda preparation, confidential correspondence, and event/conference management. Exemplifies the Rush mission, vision and values and acts in accordance with Rush policies and procedures

Job Responsibilities:

· Manage the complex calendar, scheduling meetings, appointments, and conference calls, ensuring efficient time utilization and prioritizing conflicting requests.

· Supports the organization administration and coordination for the Chief Operating Officer

· Assists in the administrative coordination /integration of the academic enterprise and the clinical services operations serving the Chief Clinical Officer role also held by the President

· Serves as the liaison between the President’s office and external partners, alliances, companies, and opportunities

· Provides proactive preparation and collection/distribution of supporting information on upcoming meetings, visits, events, and other related functions

· Participates in preparation and meeting management, including agendas, minutes, presentations, slide decks and documentation of next steps

· Manages and maintains confidential correspondence

· Assists with visitors and guests

· Coordinates meeting logistics, including conference room reservations, onsite and remote meetings, audio/visual and IT support, food orders and set up, etc., as required

· Arranges travel - air, hotel, meeting registration, automobile - as needed for senior leadership attendance at conferences and other out of town functions and handles appropriate travel forms and expense reimbursement forms

· Responsible for implementing, organizing and maintaining master filing system for the President and Provost

· Coordinates with other Executive Assistants, internal and external, to manage complex schedules and tasks

· Answers and directs phone calls and provides assistance as requested or required. May serve as a triage point for a variety of sensitive/confidential matters, and communication with all levels of employees, including senior leadership

· Provides event management for a variety of important functions, including but not limited to celebrations, retirements, graduations, and visitor events

Required Job Qualifications:

· HS Diploma with Eight years' experience as an Executive Assistant at the Senior Executive level.

· Critical thinking and problem-solving skills are required to assess and resolve issues around scheduling, projects and/or daily responsibilities.

· Strong, written and verbal communication skills; excellent interpersonal skills.

· Proficiency in Microsoft Word, PowerPoint, Visio and Excel. Experience/comfort in use of laptop computer (for use in taking minutes at various meetings).

· Strong multi-tasking capabilities.

· Problem-solver and trouble-shooter with employees, medical staff and support staff.

· Strong prioritization skills to assure completion of multiple tasks on or ahead of schedule.

· Ability to "think on your feet", strong initiative, sense of urgency and highly organized.

· Excellent interpersonal skills with particular emphasis on self-generating initiative for creative problem-solving and providing complex assistance to visitors, guests, faculty and staff.

· Ability to act both independently and as a team member.

· Clear, concise, accurate communication skills for direct interaction personally, via telephone, email and correspondence. Ability to maintain a high level of integrity and confidentiality, and exercise independent judgment.

· Ability and willingness to approach tasks with a spirit of collaboration to problem solve with peers and customers. Viewed by others as approachable, dependable and a self-starter.

Preferred Job Qualifications:

·Bachelor’s degree OR extensive administrative experience within the Rush University Medical Center system or similar higher education/healthcare environment

Disclaimer:

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Position Executive Assistant to Chief Operating Officer (COO)

Location US:IL:Chicago

Req ID 15563