Office Coordinator Jobs

Ann & Robert H. Lurie Children’s Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do. Ann & Robert H. Lurie Children’s Hospital of Chicago is ranked in all 10 specialties by the U.S. News & World Report.

Day (United States of America)

Location

Ann & Robert H. Lurie Children's Hospital of Chicago

• Organizes and maintains Division Chief’s/ Section Leader’s calendar, makes travel arrangements, and schedules meetings as directed. Assists with the preparation of presentation material (PowerPoint, 40 mm slides, overhead transparencies, etc.) coordinates such activities with the Audio – Visual Department and/ or external parties
• Handles day-to-day office tasks such as ordering supplies, ensuring that office equipment is in good working condition, and assists staff with resolving problems or issues “of the moment”. Assists with the selection of office equipment, furniture, and computer hardware/ software. Prepares and submits requisitions to initiate purchase and installation obtaining necessary approvals as required. Monitors overall process to ensure timely receipt and/or installation.
• Answers and directs all incoming phone calls to the department and to appropriate staff. Responds to hospital and department related questions as appropriate. Receives incoming mail and direct to the academic office per the office protocol.
• Organizes and maintains Division Chief’s/ Section Leader’s academic and administrative files and program records and prepares document copies and facsimiles as requested. Completes medical transcription activities.
• Oversees and provides work direction to the administrative clerical/support staff to ensure a productive work environment. Completes and documents new employee orientation, attendance records, time cards, check requests, PTO requests and other such personnel and administrative duties and responsibilities as assigned by the Administrator. Provides feedback to the Administrator on performance appraisals.
• Types academic and research related materials, including grant applications and research proposals, abstracts, manuscripts, and various other scientific correspondence and documents in a professional and timely fashion.
• Assists faculty with research activities, including preparation of grant applications, coordinating the start-up of funded grants, maintaining reports of all research activity and providing stewardship of funds.
• Collaborates with the Division Chiefs/ Section Leaders in the development of cost center operating and capital budgets. Completes all necessary budget forms and correspondence for review and approval by the Administrator.
• Monitors cost center and /or other external fund accounts as assigned by the Administrator consistent with approved budgets. Informs Administrator and / or Principal Investigator of variance situations, taking appropriate action to correct errors and/or follow-up with Medical Center and/or Practice Plan staff to resolve questions or concerns.
• Other such duties as assigned.
• Works with Human Resources to recruit staff and fill vacancies. Completes necessary requisitions and related documentation consistent with Hospital policy. Keeps Administrator informed of all personnel issues that may affect office operations.

Knowledge, Skills and Abilities:

• Must have excellent organizational and prioritization skills to effectively manage priorities of multiple team members.
• Extensive knowledge and experience working with Microsoft applications such as Microsoft Word, Excel, and PowerPoint with the ability to operate standard office equipment (examples: photocopy machine, facsimile machine, calculator, etc.). Ability to type at least 40 wpm is preferred.
• Ability to provide high level of quality customer service to team members, employees, management staff, in addition to external customers
• Three years general office or secretarial experience that includes one year of mid level management support required. Hospital or physician office experience preferred.
• High school diploma or equivalent required. Additional post-high school education/training in secretarial, general business preferred.

Education

High School Diploma/GED (Required)

Benefit Statement

For full time and part time employees who work 20 or more hours per week we offer a generous benefits package that includes:

Medical, dental and vision insurance

Employer paid group term life and disability

Employer contribution toward Health Savings Account

Flexible Spending Accounts

Paid Time Off (PTO), Paid Holidays and Paid Parental Leave

403(b) with a 5% employer match

Various voluntary benefits:

• Critical Illness, Accident and Hospital Indemnity coverage
• Tuition assistance
• Discount purchasing program
• Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members
• Adoption benefits
• Discount on services at Lurie Children’s facilities
• Backup Childcare and Eldercare
• Supplemental Life, AD&D and Disability
• Student loan servicing and support

Lurie Children’s and its affiliates are equal employment opportunity employers. We value diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin, ancestry, age, disability, marital status, pregnancy, protected veteran status, order of protection status, protected genetic information, or any other characteristic protected by law.

Support email: [email protected]