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Administrative Assnt. For The Elmhurst Hospital Foundation

Company

Edward-Elmhurst Health
Address , Elmhurst, 60126, Il
Employment type FULL_TIME
Salary
Expires 2023-10-05
Posted at 9 months ago
Job Description

This position supports the Elmhurst Memorial Hospital Foundation.

Founded in 1980, the Elmhurst Memorial Hospital Foundation offers many giving opportunities and annual special events designed to support the hospital’s programs and facilities, including the Autumn Affair Gala, Chef Fest, Reindeer Route Housewalk and the Love Lights program. As Elmhurst Hospital’s non-profit fundraising arm, the EMH Foundation plays an integral role in ensuring that our hospital remains a landmark for care, compassion and generosity for future generations.

Position On-Site at Elmhurst Hospital

Occasional evenings and weekends required in support of Foundation Events and Board meetings.


GENERAL SUMMARY:

Working independently with minimal supervision in a fast-paced environment, performs relatively complex administrative support duties including creating and preparing routine materials and proofreading, verifying and editing all materials for accuracy and clarity. Utilizes advanced microcomputer software skills to prepare complex correspondence, reports, charts, tables, forms and presentations. Uses discretion and judgement when screening visitors and telephone calls, scheduling appointments, and organizing workload to meet established priorities. The following are general characteristics of this job, although duties may vary by assigned department.

PRINCIPAL DUTIES AND RESPONSIBILITIES: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except those that begin with the word "May.")

  • Utilizes Microsoft Office software to update and maintain assigned areas' computer system and files necessary to support information requirements of assigned management and/or staff.
  • Organizes workload to comply with deadlines and priorities, works independently to complete routine department or unit duties and prepare routine correspondence, reports, forms and the like for review by management.
  • Types and/or creates complex and routine correspondence, reports, various forms, tables, pamphlets, invoices, etc. from rough draft, handwritten notes, or general verbal instructions and makes changes in grammar, punctuation or spelling as needed. Proofreads and edits drafts and final materials for appropriate and consistent format, accuracy of financial figures or other data and correct punctuation, spelling and grammar. Composes routine correspondence.
  • Receives and screens visitors and telephone calls and notifies appropriate personnel or records messages. Responds to general inquiries concerning department activities in accordance with established policies and procedures.
  • Arranges meetings and conferences, schedules appointments, and completes travel or conference arrangements. May maintain personal calendar for assigned personnel.
  • Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records and other documents. Opens, sorts, and distributes mail.
  • Assists in the preparation of the annual budget for assigned areas, including compiling data, making projections and recommending service levels and enhancements; ensuring the department remains within approved budget allocations.
  • Records, transcribes and distributes minutes for committees as assigned.
  • Maintains logs and records of department activities. Creates and generates reports containing various data such as financial information and productivity. As well as manage all restricted fund balances to ensure timely transfer to fund various hospital initiatives.
  • Performs related general duties such as monitoring and ordering standard office supplies, equipment maintenance, collating and assembling documents, accepting and delivering interdepartmental correspondence, and so forth.
  • Recommends improvements to processes to enhance department efficiency.
  • Conducts research on office products, vendors, articles, etc.
  • May perform department specific duties as directed such as:
  • Helps to maintain donor database that manages gifts and donations made to the Foundation, including light gift entry, updating donor records, etc.
  • Coordinates Scholarship programs for the Foundation
  • Provide event support prior to, during and after the event, including coordinating with various departments on room set-up, and AV needs.
  • Acts as liaison with the Foundation Board of Trustees and Ambassadors

KNOWLEDGE & SKILLS

  • Strong judgement and discretion to work with confidential information.
  • Ability to learn new concepts and technology quickly.
  • Previous Administrative experience in a Not for Profit/Charitable organization a plus
  • Team Player & Ability to function well in a high paced environment.
  • Excellent verbal and written communication skills
  • Minimum three years of previous experience in an administrative support role
  • Associate degree or higher preferred
  • Thorough knowledge of Microsoft Office software including Outlook, Word, Excel, and PowerPoint.

Location: Edward-Elmhurst Health · EMH FOUNDATION
Schedule: Full time, Days/Evenings, M-F 8am-5pm