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Job Description

Location: Chicago, Illinois

Business Unit: Rush Medical Center

Hospital: Rush University Medical Center

Department: Student Affairs

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (8:00:00 AM - 4:30:00 PM)

Rush offers exceptional rewards and benefits learn more at our Rush benefits page (https://www.rush.edu/rush-careers/employee-benefits).

Pay Range: 18.87 - 29.73

Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush’s anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Are you ready to make a meaningful impact in the lives of students pursuing studies in health and biomedical sciences? Join our dynamic team as an Administrative Assistant 2 in the Office of Student Life and Engagement, where you’ll play a key role in fostering a vibrant and supportive campus environment. The Administrative Assistant 2 exemplifies the Rush Mission, Vision and Values and acts in accordance with Rush policies and procedures.

In this role, you will:

• Provide advanced support to ensure the office runs smoothly and efficiently.

• Serve as a welcoming, front-facing resource, assisting with events and day-to-day needs.

• Manage multiple assignments and projects in a fast-paced, ever-evolving setting, demonstrating initiative and independent decision-making.

• Support student events alongside our coordinator and manager, delivering exceptional programming and service to our diverse graduate student community.

If you thrive in a dynamic environment, enjoy balancing operational excellence with meaningful student interactions, and take pride in creating unique experiences, we’d love to hear from you!

Responsibilities:

• Meets the administrative needs of department management and staff members.

• Coordinates department specific programs or meetings as assigned: planning, preparation of materials, implementation and evaluation.

• Assists management with budgetary issues.

• Composes business documents as assigned.

• Designs reports to support operations.

• Independently creates correspondence such as follow up to meetings, response to employees etc.

• Plans employee and departmental special events.

• Writes, edits and formats content of departmental communication.

• Provides instruction to departmental staff regarding computer applications.

• Assures appropriate resources are available for staff to be successful in their role.

• Maintains a calendar for staff availability and schedules.

• Provides support for select quality and operational committees including recording and distributing minutes.

• Appropriately follow-ups on action between meetings.

• Distributes reports, agendas and other materials for programs.

• Maintains attendance records and prepares reports as necessary for the program.

• Investigates and resolves invoicing issues as it relates to vendors or fiscal activities and Accounting Units.

• Creates and maintains expense files for the Accounting Unit activities.

• Prepares and maintains an electronic file to trend programmatic expenses and contribute to the budget process.

• Identifies and implements improvements in office efficiencies

• Initiates and/or reconciles check requests, purchase orders, travel vouchers as indicated for the department cost centers.

• Independently makes travel arrangements for the management.

• Prioritizes incoming communication, requests for meeting and escalates appropriate items to management’s attention.

• Maintains a working knowledge of Rush standard computer applications.

• Coordinates manager and staff office space, such as telephone changes, movement of equipment, maintenance requests, etc. which support administrative operations.

Required Job Qualifications:

• High School Diploma.

• Three years of progressive experience in an administrative role.

• Advanced software skills in Microsoft Office, including Excel, Access, and PowerPoint, scheduling/calendar software.

• Excellent communication written and oral skills.

• Ability to analyze data.

• Ability to prioritize multiple initiatives.

• Ability to produce accurate documents and reports.

• Ability to work in complex administrative systems.

• Ability to interact effectively with internal and external customers.

Preferred Job Qualifications:

• Baccalaureate Degree.

• Experience working in a university setting.

• Experience in supporting planning and supporting student events.

• Excellent customer service skills.

• Strong problem-solving skills.

• Experience working in a professional environment.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Position Administrative Assistant 2 - Student Affairs Office

Location US:IL:Chicago

Req ID 9576