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Employment Type:

Full time

Shift:

Day Shift

Description:

At Loyola, we know you’re more than your job. We see you and all your potential. That’s why we invest in our people. Flexible scheduling, tuition reimbursement and day one benefits… at Loyola, what’s important to you, is important to us. Join our family.

• Benefits from Day One

• Daily Pay

• Career Development

• Tuition Reimbursement

• Referral Rewards

The Administrative Support Specialist performs a variety of administrative duties to relieve the supervisor of clerical and routine administrative responsibilities our Pediatrics & Urology department, ensuring efficient and effective office operations. This role sets priorities with direction from the supervisor and supports departmental functions through communication, coordination, record-keeping, and event planning.

**Shift:** 8:00am - 4:30pm

Administrative Support:

+ Answer and screen phone calls, take messages, and apply department knowledge and critical thinking to redirect inquiries as appropriate.

+ Attend meetings as requested; transcribe and distribute meeting minutes, recording key discussions, identifying action items, and summarizing conclusions.

+ Maintain departmental and individual calendars, including scheduling meetings, arranging appointments, and coordinating travel.

+ Adhere to deadlines by proactively preparing and providing necessary documents for use in meetings.

+ Submit travel request forms, create supporting arrangements, and maintain documentation.

Communication:

+ Compose effective correspondence, announcements, training materials, narrative summaries, reports, proposals, and recommendations.

+ Compile data to prepare operational reports and assist with preparation of materials for committee review.

Regulatory Preparation

+ Coordinate schedules, materials, and command center resources in preparation for regulatory visits (IDPH, The Joint Commission, CMS, CARF, PICC, etc.).

Budget, Inventory, and Equipment Management:

+ Ensure department expenses are charged appropriately; assist with check requisitions, purchase requisitions, and expense reports.

+ Review expenses for compliance with policy and escalate deviations as needed.

+ Use PeopleSoft to process purchase requisitions; order office supplies; and arrange for maintenance of office equipment.

+ Maintain shared office spaces, process supply orders, and ensure equipment is in proper working order.

Position Requirements:

Education:

+ **Required:** High School Diploma plus training acquired through work experience or education (Bachelor’s degree preferred).

+ **Preferred:** Bachelor’s degree or equivalent training through work experience/education.

Experience:

+ **Required:** 1–2 years of previous job-related experience.

+ **Preferred:** 3–5 years of previous job-related experience.

Skills and Abilities:

+ Ability to deal courteously and calmly with people and manage stressful situations.

+ Strong organizational and time management skills; ability to complete tasks accurately and independently.

+ Proficiency in office procedures, filing, and word processing.

+ Ability to maintain confidentiality.

+ Ability to collaborate effectively as part of a team.

Pay Range: $17.30 - $26.81 per hour

_Actual compensation will fall within the range_ _but_ _may vary based on factors such as experience, qualifications, education, location, licensure, certification requirements, and comparisons to colleagues in similar roles._

Trinity Health Benefits Summary (https://www.trinity-health.org/sites/default/files/my-benefits/Health-and-Wellbeing/Compliance/Illinois-Transparency-Law/Trinity-Health-Summary-of-Benefits-Illinois-Job-Req-Discloser-Law.pdf)

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.

Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

EOE including disability/veteran