Administrative Assistant - Clinical & Academic

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. Lurie Children’s is ranked in all 10 specialties by U.S. News & World Report.

About the Role

The Administrative Assistant performs a wide range of administrative support responsibilities for leaders to help facilitate the efficient operation of the Unit/Department/Division.

Responsibilities

• Provides general administrative support to leaders.
• Schedules and maintains calendars, meetings, and travel itineraries, as needed. This may include inpatient or service call, outpatient clinics, and academic schedules.
• Handles telephone calls and visitors; troubleshoots and resolves routine and some complex inquiries.
• Organizes electronic and hard copy filing systems, scans documents to appropriate locations, and maintains divisional files.
• Receives clinically related messages, phone calls, or correspondence and routes to the appropriate care team. Maintains provider credentialing activities which may include academic resume, professional memberships, and licensure.
• Prepares and modifies documents including correspondence, reports, drafts, memos, and emails using MS Office Suite of applications.
• Opens, sorts, and distributes incoming electronic and paper correspondence.
• Prepares and distributes minutes of meetings, as needed.
• Maintains, orders, and distributes office supplies, as needed.
• Proactively manages submission of reimbursements for approved faculty and staff expenses.
• Performs other job functions as assigned.
• Schedules appointments and procedures for clinical staff. This may include outpatient office appointments, outpatient and inpatient surgical procedures, and ancillary testing.
• Procures or disseminates medical records, prior authorizations, and/or primary care referral information as needed to assure a successful clinical encounter.
• Coordinates complex patient visits involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.
• Partners with central scheduling and registration teams to manage, via work queues or other methods, lists of patients in need of services.
• Functions as liaison between patients, families, and the clinical team. Assists families in navigating the Lurie system. This could include working in clinic, meeting with families to go over appointment scheduling visits and coordinating with ancillary departments.
• Collaborates with central registration to ensure patients have updated insurance information, prior authorization is initiated in advance of the rendered service, and referrals are obtained if appropriate.

Requirements

• High school diploma or equivalent required.
• A minimum of two years general office or administrative experience preferred.
• Hospital or physician office experience preferred.
• Proficiency in Microsoft Office Suite applications.
• Ability to operate standard office equipment and resolve standard problems.
• Excellent communication skills – written and verbal.
• Ability to prioritize projects and strong problem-solving skills.
• Demonstrated attention to detail, accuracy, and discretion.
• Ability to provide a high level of quality customer service to patient/families, employees, leaders, and external vendors.

Pay

The pay range for this position is $19.00-$28.50 hourly. At Lurie Children’s, we are committed to competitive and fair compensation aligned with market rates and internal equity, reflecting individual contributions, experience, and expertise. In addition to base salary, Lurie Children’s offers a comprehensive rewards package that may include differentials for some hourly employees, leadership incentives for select roles, health and retirement benefits, and wellbeing programs.

Benefits

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