The Administrative Assistant V (AAV) provides administrative assistance to the Cook County Health & Hospitals System (CCHHS) Directors of Integrated Care. The AAV coordinates and completes select departmental activities and facilitates the flow of information among the different departments within Integrated Care. The AAV coordinates departmental activities to support efficient resource utilization and timely completion of care coordination duties. This is a highly confidential position involving sensitive information, such as Integrated Care plans and initiatives, budget documents and labor issues. A highly organized and proactive person is required for this position.
Assists with on-boarding new staff, including securing tablets, mobile phones, sign-on, business cards, telephone extensions to minimize downtime due to lack of equipment availability.
Completes time and attendance according to CCHHS time and attendance guidelines and Collective Bargaining Agreements in a timely manner. Produces reports to support director understanding of attendance patterns, Family Medical Leave Act (FMLA) usage etc.
Schedules staff in accordance with workflow to make sure there is adequate staffing and administrative backup. Notifies staff of newly approved leaves and provides assessment of impact on departments.
Schedules departmental meetings-maintains calendars for Directors.
Procures necessary office supplies and technical resources.
Prepares and generates accurate performance reports in a timely manner.
Provides support as requested to Integrated Care Directors (such as obtaining information, scheduling meetings, creating documents etc.) for departmental projects.
Maintains employee files.
Supports the resolution of managed care organization Enrollee complaints.
Supports compliance with Federal and State rules/regulations and CCHHS as it relates to patient privacy, fraud and abuse, neglect, and exploitation.
Supports the provision of quality improvement efforts for departments as requested.
Works collaboratively across CCHHS to support system and departmental goals and objectives.
Maintains a working knowledge of organizational/departmental policy and procedure and integrates such into position responsibilities.
Organizes files, documents and streamlines office processes.
Creates and maintains an electronic filing system.
Processes expense reimbursements, petty cash vouchers, information technology (IT) requests, and other service requests to ensure all steps are followed through to completion.
Performs other duties as requested.
High School diploma or GED is required ( must provide proof at time of interview )
Minimum five (5) years of experience providing administrative support to senior level management is required
Minimum two (2) years prior administrative experience in a hospital setting is required
Prior experience building and tracking department budgets or coordinating billing practices is required
Experience managing e-mail and written communication, generating written responses to internal and external inquires is required
Prior experience leading projects across multiple departments is required
Advanced proficiency with Microsoft Office Suite products is required (may be required to test for proficiency)
MUST MEET ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING.
Knowledge, Skills, And Abilities
Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
Demonstrated analytical, organizational, critical thinking, time management, and conflict resolution skills
Demonstrated problem solving ability and ability to negotiate complex situations
Ability to maintain professional demeanor under duress
Ability to correctly answer inquiries from CCHHS Senior Staff, outside groups or others
Ability to effectively collaborate in a team like setting
Ability to problem solve within scope of responsibility and provide solutions
Ability to work flexible schedule as business needs require
Ability to prioritize, plan and organize projects and tasks
Effectively represent CCHHS to outside entities
Strong attention to detail, accuracy and precision
Medical, Dental, and Vision Coverage
Basic Term Life Insurance
Deferred Compensation Program
Paid Holidays, Vacation, and Sick Time
You may also qualify for the Public Service Loan Forgiveness Program (PSLF)
When applying for employment with the Cook County Health & Hospitals System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service
To take advantage of this preference a Veteran must :
Meet the minimum qualifications for the position.
Identify self as a Veteran on the employment application by answering Yes to the question,
The Cook County Health & Hospitals System’s mission is to deliver integrated health services with dignity and respect regardless of a patient’s ability to pay; foster partnerships with other health providers and communities to enhance the health of the public; and advocate for policies that promote the physical, mental and social wellbeing of the people of Cook County. CCHHS is comprised of two hospitals, John H. Stroger, Jr. Hospital and Provident Hospital, a robust network of more than a dozen community health centers, the Ruth M. Rothstein CORE Center, the Community Triage Center, the Cook County Department of Public Health, Cermak Health Services, which provides health care to individuals at the Cook County Jail and the Juvenile Temporary Detention Center, and CountyCare, a Medicaid managed care health plan.The system cares for more than 300,000 patients each year and its physicians are experts in their fields, committed to providing their patients with comprehensive, compassionate and cutting-edge care. Today, CCHHS is transforming the provision of health care in Cook County by promoting community-based primary and preventive care, growing an innovative, collaborative health plan and enhancing the patient experience.