ADMINISTRATIVE ASSISTANT IV- MEDICINE ADMINISTRATION

This position is covered by the collective bargaining agreement between Cook County and the Retail, Wholesale and Department Store Union Local 200 (RWDSU – 200). Pursuant to the agreement, Cook County will exhaust internal eligible applicants prior to considering external applicants.

About the Role

The Administrative Assistant IV provides highly confidential administrative support to the assigned department, handling sensitive information such as plans, initiatives, budget documents, and labor issues. This role requires a proactive, organized individual with strong attention to detail and professionalism.

Responsibilities

• Maintains the daily calendar, including coordination of meetings, preparation of documents, and taking/distributing minutes.
• Ensures direct reports meet timelines for assignments.
• Screens calls and visitors, routing and resolving issues as they arise.
• Writes correspondence, prepares reports and presentations, and maintains meeting records.
• Frequently uses Microsoft Office applications (Word, Excel, PowerPoint, Outlook) to create spreadsheets, presentations, and schedule meetings.
• Receives and logs requests to hire, reviews for completeness, and communicates approvals or deferments to staff.
• Organizes files, streamlines office processes, and maintains a logical electronic filing system.
• Maintains contact information for direct reports and affiliates, as well as a resource directory for staff.
• Handles reimbursements, processes payments, orders supplies, and generates/follows up on work orders.
• Initiates and follows through on office cleaning requests, equipment repairs, and IT/phone issues.
• Tracks time off for office staff and direct reports.
• Demonstrates a positive, proactive approach to work with professionalism in appearance, communication, and correspondence.
• Performs related duties as required.

Requirements

• High School Diploma or GED (must be provided at the time of interview).
• Three (3) years of experience providing administrative support to middle/upper management, multiple managers, or departments.
• Two (2) years of experience scheduling events, conferences, or multi-participant activities.
• Experience gathering and tracking departmental information, maintaining reports, and coordinating short-term projects.
• Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) with a minimum 70% proficiency rate (testing will be administered).

Skills

• Thorough knowledge of office practices and procedures.
• Excellent interpersonal, verbal, and written communication skills for diverse staff and patient populations.
• Strong organizational, project management, and customer service skills.
• Analytical, problem-solving, and conflict resolution abilities.
• Attention to detail, accuracy, and precision.
• Ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
• Professional demeanor and composure under pressure.
• Ability to work autonomously and as part of a multidisciplinary team.

Physical and Environmental Demands

This position operates within a healthcare environment. The incumbent must adhere to hospital and department-specific safety requirements, including:

• Compliance with Personal Protective Equipment (PPE) requirements.
• Adherence to handwashing and sanitizing practices.
• Following department-specific engineering and work practice controls.

Pay

Starting hourly wage: $36.843. Salary is commensurate with documented years of experience at the time of application.

Schedule

Full-time, Monday through Friday, 8:00 AM to 4:00 PM.

Benefits

• Medical, dental, and vision coverage.
• Basic term life insurance.
• Pension plan.
• Deferred compensation program.
• Paid holidays, vacation, and sick time.
• Eligibility for the Public Service Loan Forgiveness Program (PSLF).

Veterans who meet the minimum qualifications may receive preference in hiring. Applicants must provide discharge papers (DD 214, DD 215, or NGB 22) or a valid state ID/driver’s license identifying veteran status at the time of application or interview.