Administrative Assistant - University Health Service

Administrative Assistant - University Health Service

Hiring Department: University Health Service

Hiring Unit:  University of Illinois Hospital & Health Sciences System

Location:  Chicago, IL USA

Requisition ID: 1023298_1

Posting Close Date:  3/29/2024

Position Number: CE9937

About the University of Illinois Hospital & Health Sciences System (UI Health)

The University of Illinois Hospital & Health Sciences System (UI Health) provides comprehensive care, education, and research to the people of Illinois and beyond. A part of the University of Illinois at Chicago (UIC), UI Health comprises a clinical enterprise that includes a 495-bed tertiary care hospital, 22 outpatient clinics, and 13 Mile Square Health Center facilities, which are Federally Qualified Health Centers. It also includes the seven UIC health science colleges: the College of Applied Health Sciences; the College of Dentistry; the School of Public Health; the Jane Addams College of Social Work; and the Colleges of Medicine, Pharmacy, and Nursing, including regional campuses in Peoria, Quad Cities, Rockford, Springfield, and Urbana. UI Health is dedicated to the pursuit of health equity.

This is a full-time and benefits eligible position. UI Health offers competitive salaries commensurate with experience.  In addition all full time benefits eligible positions include a comprehensive benefits package which include; Health, Dental, Vision, Life, Disability & AD&D insurance, a defined benefit pension plan as well as paid leave which includes; Vacation, Holiday and Sick.  In addition we offer tuition waivers for employees and dependents.  Click for a complete list of Employee Benefits

UI Health is seeking an Administrative Assistant to join our University Health Service team.  This role will oversee administrative functions which are characterized by decision making, discretion and responsibility. Coordinates, educates and prepares patients scheduled for the Occupational Medicine Clinic. Responsible for administrative support, maintaining Director's calendar, billing University departments, purchasing and coordination of meetings for University Health Service.

Duties & Responsibilities:

• Work with the Business Administrative Associate on budget and financial matters. Acts as a university purchase card and travel card holder and requests purchase orders. Coordinates day to day activities of departmental accounts including purchasing supplies through iBuy, assuring vendors are paid in timely manner through Chrome River and employee reimbursements are processed through Chrome River within timely manner. Assists with billing monthly invoices to University departments and following up with departments to assure payments are received in timely manner. Prepares checks to be deposited and enter accounts receivable information into Agility database. Posts credit card payments in Agility. Enters information into Excel spreadsheet for Banner feeds.
• Serve as an administrative support to University Health Service. This includes support of the daily operations and functions of the department maintenance and coordinate calendars and scheduling meetings. Coordinates the Director's calendar, conference room schedules and departmental operating calendar scheduling meetings and appointments, making changes as needed. Assists with power point presentations for departmental and university wide presentations. Assists with advanced practice nurse OPPE and FPPE forms.
• Coordinates patient activities within the Occupational Medicine Clinic. Work activities include tracking of project activities and deadlines including preparing weekly status report for physicians for their independent medical exams; assisting with correcting dictated reports and assuring attorneys and clients receive reports prior to due date; interview patients for pertinent information including medical complaint and insurance information; billing for services provided and scheduling of appointments.

Minimum Qualifications Required:

Preferred Qualifications:

• Prior experience using Agility and Epic.

To Apply: For fullest consideration click on the Apply Now button, please fully complete all sections of the online application including adding your full work history with specific details of your duties & responsibilities for each position held.  Fully complete the education, licensure, certification and language sections. You may upload a resume, cover letter, certifications, licensures, transcripts and diplomas within the application.

Please note that once you have submitted your application you will not be able to make any changes. In order to revise your application you must withdraw and reapply. You will not be able to reapply after the posting close date. Please ensure the application is fully completed and all supporting documents have been uploaded before the posting close date. Illinois Residency is required within 180 days of employment

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

The university provides accommodations to applicants and employees. Request an Accommodation