Administrative Assistant - Clinical and 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. Ann & Robert H. Lurie Children’s Hospital of Chicago is ranked in all 10 specialties by the U.S. News & World Report.

General Summary:

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

Essential Job Functions:

Administrative Job Functions:

• 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 inquires.

• Organizes electronic and hard copy filing system, 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.

Clinical Job Functions:

• Schedules appointments and procedures for clinical staff. This may include outpatient office appointments, outpatient and inpatient surgical procedures, and ancillary testing. 
• Procurement or dissemination of 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.  
   

Knowledge, Skills, and Abilities:

• High school diploma or equivalent required. 

• A minimum of two years general office or administrative experience preferred.  Hospital or physician office experience preferred.  

• 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 high level of quality customer service to patient/families, employees, leaders, and external vendors.  

• Proficiency in Microsoft Office Suite applications.

• Ability to operate standard office equipment and resolve standard problems.

Shift: Monday-Friday, 7:30am-4:00pm

Education

Pay Range

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. The pay range for this job indicates minimum and maximum targets for the position. Ranges are regularly reviewed to stay aligned with market conditions. In addition to base salary, Lurie Children’s offer a comprehensive rewards package that may include differentials for some hourly employees, leadership incentives for select roles, health and retirement benefits, and wellbeing programs. For more details on other compensation, consult your recruiter or click the following link to learn more about our benefits.

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:

• 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

There’s a Place for You with Us

At Ann & Robert H. Lurie Children’s Hospital of Chicago and its affiliates (collectively “Lurie Children’s”), we embrace and celebrate diversity and equity in a serious way. We are committed to building a team with a variety of backgrounds, skills, and viewpoints — recognizing that diverse identities strengthen our workplace and the care we can provide to the Chicago community and beyond. We treat everyone fairly, appreciate differences, and make meaningful connections that foster belonging and allyship. This is a place where you can be your best, so we can give our best to the patients and families who trust us with their care.  

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. 

For questions about how to request an accommodation please contact: [email protected]

AI Notice 

Lurie Children’s utilizes certain AI-enabled features within our recruiting platform to support candidate engagement and assist recruiters in identifying and prioritizing applicants whose experience aligns with job requirements. All employment decisions are made by individuals.

It is a civil rights violation with respect to recruitment, hiring, promotion, or employment for an employer to use artificial intelligence that has the effect of subjecting employees to discrimination on the basis of protected classes under the Illinois Human Rights Act or to use zip codes as a proxy for protected classes.

For questions about the use of artificial intelligence in this process or any additional support, please contact: [email protected]