IMH Executive Assistant

About the position

Join one of the nation's most comprehensive academic medical centers, UChicago Medicine Ingalls Memorial Hospital, as an IMH Project/Administrative Assistant in our Clinical Excellence department. This position is a 100% onsite opportunity. You will need to be based in the greater Chicagoland area. The Project/Administrative Assistant will provide comprehensive administrative support to the Clinical Excellence teams, focused on Ingalls Memorial Hospital, and will effectively enable the Clinical Excellence teams to focus efforts at achieving organizational quality, safety and risk mitigation goals by performing a wide variety of executive administrative and project coordination duties to support day to day operations and strategic work. This role is crucial in ensuring the smooth operation of clinical excellence (e.g. quality, risk management, patient safety, infection prevention and control, and operational excellence), including project management, preparation for and support during regulatory surveys. The successful candidate will be a valuable asset to the Clinical Excellence teams system-wide, and the Ingalls Leaders team, contributing to the overall success of the hospital and health system.

Responsibilities

• Manage calendars and schedule meetings for clinical excellence leadership
• Manage the shared inbox and calendar
• Handle incoming and outgoing correspondence, including mail, emails and phone calls
• Manage shared team spaces, including hoteling processes and overall space maintenance
• Maintain all team assets, including hardware and software
• Maintain accurate and organized filing systems, both physical and electronic
• Assist with travel arrangements, including booking flights and accommodations
• Manage ordering, expenses and payment, e.g. vendor payment, purchase orders, expense reports, reimbursements
• Partner with administrative team to support leadership team and maintain the Leadership suite
• Maintain effective working relationships with organizational administration, administrative assistants, and clinical and departmental staff
• Assist the Clinical Excellence Leadership in daily operations
• Assist leadership in preparing materials for various committees
• Prepare, organize and collate materials for quality, safety, risk, and infection control related meetings
• Maintain key departmental documents, systems, shared drives, and web pages
• Coordinate employee onboarding and offboarding
• Provide administrative and project management support for key strategic and operational initiatives
• Independently manage small project(s) as assigned
• Assist with administration of the Event Reporting System
• Schedule Root Cause Analysis meetings as requested by Risk and Patient Safety leadership team
• Assist in the preparation for announced and unannounced surveys by regulatory agencies
• Coordinate with various departments to gather necessary documentation and information
• Prepare survey documents required materials
• Serve as an initial point of contact for unannounced regulatory visit
• Provide administrative support during surveys
• Assist with post-survey activities
• Track organizational policies for review, revision, and approval
• Communicate policy revision needs to appropriate staff
• Post approved policies on the intranet
• Collaborate with shared services teams to ensure consistency and efficiency in administrative processes
• Participate in system-wide initiatives related to clinical excellence and regulatory compliance
• Provide remote support to other clinical excellence teams as needed
• Cross cover for administrative support team members within Clinical Excellence and the IMH leadership team
• Periodic travel to other UCM sites
• Other duties as assigned

Requirements

• Associate degree
• Minimum of 5 years of increasingly responsible project support, administrative or secretarial experience, preferably in a complex health care or professional office setting
• Strong organizational and time management skills
• Strong attention to detail and accuracy
• Excellent written and verbal communication skills
• Must possess strong interpersonal skills and can independently interact with internal and external customers professionally
• Proficiency in computer skills - Microsoft Office suite (Word, Excel, PowerPoint, Visio, Adobe Acrobat)
• Familiarity with web-based communication applications (e.g. Zoom) and administrative IT systems (e.g. Oracle, Kronos)
• Ability to maintain confidentiality and discretion
• Must be able to work in a fast-paced environment and independently prioritize multiple tasks
• Must be able to plan, organize and work on various tasks concurrently
• Flexibility for early morning and early evening committee and meeting coverage
• Ability to work independently and as part of a team

Nice-to-haves

• Bachelor's degree
• Knowledge of clinical excellence, experience supporting clinical excellence teams and functions
• Knowledge of healthcare terminology
• Advanced skills in Microsoft Office Suite
• Basic data analysis skills