Administrative Assistant II

Loyola Medicine, a member of Trinity Health, is a nationally ranked academic, quaternary care system based in Chicago's western suburbs. With its main campus at Loyola University Medical Center, Loyola Medicine is part of a comprehensive three-hospital system including Loyola University Medical Center, Gottlieb Memorial Hospital, and MacNeal Hospital.  

If you’re passionate about delivering exceptional care and making a difference in the lives of our communities, join the Loyola team and become Loyola Strong! 

Position Summary

Provides comprehensive administrative and executive support to department leadership by managing day-to-day office operations, prioritizing administrative activities, coordinating communications, and supporting departmental projects. Ensures the efficient and effective functioning of the office through organization, planning, information management, and customer service. Assists with special projects by researching, gathering, analyzing, and summarizing information to support organizational objectives.

Administrative Support

• Manage faculty schedules, timekeeping, paid time off (PTO) continuing medical education (CME) time, and related faculty leave records
• Monitor faculty compliance requirements and maintain education, credentialing, training, and onboarding documentation files.
  

Communication & Reporting

• Prepare and distribute correspondence, reports, presentations, and other business documents.
  

Database Management

• Maintain departmental spreadsheets, databases, dashboards, and tracking tools cloud-based platforms.
• Utilize Microsoft 365 applications, including Outlook, Teams, SharePoint, OneDrive, Word, Excel, and PowerPoint, to support communication, collaboration, document management, and reporting.

• Maintain accurate departmental records and electronic filing systems while ensuring data integrity and confidentiality.

Budget & Resource Management

• Process purchase requisitions, expense reports, and other financial documentation.
• Monitor departmental expenses and oversee office supplies, equipment, and facility needs.
  

What we offer​:  

·         Benefits from Day One  

·         DailyPay! Work today/Get paid today  

·         Tuition Reimbursement  

·         Career Development 

·         Strong Team Culture  

·         Career Growth Opportunities  

What you’ll need for this job:  

Required:   High School Diploma or GED

Preferred:   Administrative or technical background acquired through completion of 2 - 3 years of college

Minimum Experience:   

Required:  3-5 years of previous job-related experience 

Preferred:  6-10 years of previous job-related experience 

Preferred Qualifications

• Experience supporting physician leaders, department chairs, directors, or senior leadership.
• Experience coordinating departmental meetings, committees, educational activities, and administrative projects.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, SharePoint, OneDrive, Word, Excel, and PowerPoint.
• Strong written and verbal communication skills with the ability to professionally communicate with physicians, leadership, staff, learners, and external stakeholders.
• Excellent organizational, problem-solving, and project coordination skills with strong attention to detail.

• Strong critical thinking, analytical, and problem-solving skills

Compensation:  

Pay Range: $18.16- $28.14 per hour  

Actual compensation will fall within the range but may vary based on factors such as experience, qualifications, education, location, licensure, certification requirements, and comparisons to colleagues in similar roles.  

Benefits:

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Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.