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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/11823221 Department

BSD PED - Hematology, Oncology, and Stem Cell Transplantation - Administration

About the Department

The Section of Pediatric Hematology/Oncology provides care for patients and families with acute and chronic medical conditions, or other hematologic diseases, requiring the specialty knowledge and skills of Hematology, Oncology and Stem Cell Transplantation.

Job Summary

The Administrative Assistant provides high-level administrative and analytical support, identifies and improves operational processes, and enhances the efficiency of assigned section(s). Performs comprehensive administrative tasks to facilitate the daily operations of one or more sections, including managing schedules, coordinating meetings and events, and maintaining records. The ideal candidate should possess strong organizational and communication skills, be proficient in office software, and have a knack for problem-solving.

If you are a dedicated and detail-oriented professional with a passion for providing top-notch administrative support, we invite you to join our team and play a vital role in our success.

Our department follows a hybrid work structure that fosters productivity, collaboration, and employee well-being. Working from the office is encouraged for tasks that require a high degree of collaboration.

Responsibilities

• Provide daily administrative support to clinical and program leaders within the section(s).
• Provide administrative assistance including project plans, scheduling meetings, coordinating resources, planning, and execution of deliverables for standing meetings, lectures, and projects within the assigned section(s). Track and help drive completion of key deliverables and follow up on outstanding items.
• Provide and manage administrative, expense, and logistic support for one or more sections, including but not limited to project schedules, calendar management, room reservations, expense management, travel logistics, and faculty and staff recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
• Organize and manage meetings and other section initiatives. Enhance and continually refine the onboarding process for new faculty, staff, and trainees, while also providing hands-on assistance with their onboarding needs.
• Oversee the Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, academic personnel, and Advanced Practice Providers. Track and help drive completion of key deliverables and follow up on outstanding items.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader\'s office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors. Coordinates special projects as directed by the leader. Prepares write-ups for recommendations for operational and administrative problems. May manage a portion of the leader\'s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Prepare special reports and summaries, assist in manag ng daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader\'s calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader\'s time.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

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Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor\'s degree.

Experience:

• Previous experience in progressively responsible administrative support roles within an academic healthcare setting.
• Experience leading at least one sizable, complex project, preferably serving multiple and/or competing constituencies.

Preferred Competencies

Knowledge of project management concepts and best practices, such as resource allocation, budget, and schedule managem