Administrative Assistant

ABOUT US

Loretto Hospital is a safety-net hospital that serves more than 33,000 patients each year from Chicago’s Austin and surrounding communities. Established in 1923 as a not-for-profit community-focused healthcare provider, Loretto offers its community a unique patient-centered healthcare delivery system that promotes general wellness and education. The hospital staff are committed to providing the best possible medical care in a holistic, safe and comfortable resident environment. By empowering patients with knowledge and resources, Loretto Hospital strives to cultivate a culture of proactive medical management within the community, with the goal of increasing the quality of life for patients and community residents.

SUMMARY

Under the direction of the Chief Medical Officer, the Administrative Assistant is responsible for day-to-day operation of the medical staff office, managing the interface between the hospital and the medical staff consistent with administrative and departmental policies and procedures and medical staff bylaws and rules and regulations. The administrative This position will provide administrative support to the psychiatry residency program and the Program Director by attending meetings, updating the ADS, and coordinating lectures and other educational experiences. The position requires maintaining absolute confidentiality of all business/work and medical staff information. The position requires flexibility and the ability to manage many tasks at one time.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Scheduling:

• Maintain schedules, calendars, dissemination of memos, assistance in quality related report preparation.
• Prepares and distributes Medical Staff monthly hospital Physician schedules throughout the hospital, including vacation memo distribution, ER On-Call Schedule for Primary and Specialty physicians, and communicates with individual physicians as to their available days for ER call.
• Works with contracted physician vendors to ensure staffing and schedules are disseminated to appropriate parties

Meeting Coordination:

• Develops agendas and prepares packets for Department/Section/Committee meetings.
• Responsible for attending assigned Department/Section meetings and Medical Staff Committee meetings; records and transcribes minutes of the meeting proceedings and prepares formal reports.
• Works closely with the quality and legal departments to ensure all communications, minutes and reports meet ACHC and IDPH compliance.

Medical Staff Support:

• Provides consultative support to medical staff officers, clinical department chairs and medical staff committee chairs, to facilitate fulfillment of their roles and responsibilities.
• Coordinates with all team leaders and SLT members in regard to follow up needed from Medical Staff committee action items.

 Credentialing Office Support:

• Coordinates with Credentialing Coordinator to ensure efficiency and collaboration related to onboarding of all medical staff personnel.
• Assists the Credentialing Coordinator with any medical staff related events including, but not limited to the golf outing, dinner dances and spring social events.

 Residency Program Coordinator:

• Schedule and attend all GME meetings.
• Take and distribute minutes of GME meetings.
• Update ADS in timely manner.
• Coordinate lectures and grand rounds.
• Coordinate resident CCC and program evaluations.
• Prepare payroll submissions for residents. 
• Coordinate resident onboarding, including hospital orientation, computer and EMR access.
• Maintain up to date knowledge of ACGME program and institutional requirements and State of Illinois licensing requirements.
• Assist with residency applications using ERAS.

Other duties as assigned.

COMPLIANCE RESPONSIBILITIES

• Understands and adheres to Loretto Hospital’s compliance standards as they appear in the Compliance Policy, Code of Conduct and Conflict of Interest Policy. 
• Keeps abreast of all pertinent federal, state and Hospital regulations, laws, and policies as they presently exist and as they change or are modified

JOB REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Required:

• High School Diploma or GED required.
• 3 yrs of management level or higher administrative assistant experience

Preferred:

• Bachelor’s Degree Preferred
• Previous experience with ADS and ERAS preferred

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the personnel so classified.

For purposes of the American with Disabilities Act, “Job Duties” are essential job functions.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to sit, stand and walk as well as occasionally stoop, kneel or crouch. Using proper body mechanics, the employee may be expected to lift, pull, push or move patients and/or equipment. Fine motor skills are required when using hands and fingers to handle, feel or reach. Normal or corrected vision, hearing and ability to speak are necessary. Specific vision abilities required include close vision, sharp eye focus and ability to distinguish colors. There will be periods of stressful, intense concentration with more than average pressure used in a variety of problem-solving situations.

WHY LORETTO

Competitive Compensation: Along with a competitive salary, Loretto Hospital offers a comprehensive, competitive benefits package including health, dental, vision, retirement savings plans, and paid time off.

Career Development: Loretto Hospital is a vibrant community of professionals dedicated to administering excellent patient care. Whether you are pursuing a career in allied health, support services, clinical or nursing support, or professional administration, Loretto Hospital is a tremendous place to grow as a health care professional.

Work Environment: As a not-for-profit, community-focused hospital, Loretto Hospital is truly a place where patients come first. We are seeking team members who not only support our mission, but who are customer service-driven and who desire to enhance the patient experience.