Administrative Assistant – Northbrook Admin Day Rehab, Part-time

General Summary 

Under minimal supervision and according to established policies and procedures the Administrative Assistant provides customer service and performs Record keeping, Bookkeeping, Word Processing, Supply Requisition/Distribution, and Scheduling of a basic to moderately complex nature.  Works effectively in a team structure to assure efficiency of workflow and provide coverage.

The Administrative Assistant consistently demonstrates support of the Shirley Ryan AbilityLab statement of Mission and Philosophy by striving for excellence, contributing to the team efforts and showing respect and compassion for patients and their families, fellow employees, and all others with whom there is contact at or in the interest of the institute.

The Administrative Assistant demonstrates Shirley Ryan AbilityLab Core Attributes: Communication, Accountability, Flexibility/Adaptability, Judgment/Problem Solving, Customer Service and Shirley Ryan AbilityLab Values (Hope, Compassion, Discovery, Collaboration, & Commitment to Excellence) while fulfilling job duties.

Knowledge, Skills & Abilities Required

1. High School Diploma or 1-2 years of college or other post high school training or equivalent experience.
2. One to three years experience in a general office environment.
3. Application of a variety of simple computer PC software and office equipment (photocopying, fax machine, Dictaphone, calculator, multi-line phone, etc.).
4. Basic communication and interpersonal skills necessary to interact appropriately with internal/external customers in various circumstances.
5. Organizational skills necessary to efficiently prioritize and complete a variety of tasks.
6. Ability to collaborate effectively in a team setting in order to maximize quality and efficiently of operations.

Working Conditions

1. Normal office environment with little or no exposure to dust or extreme temperature.

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 personnel so classified. 

Shirley Ryan AbilityLab is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Job Requirements:

Principal Responsibilities

1. Performs reception activities including answering the phone, responding to call lights, including emergencies, and greeting internal/external customers.  Assesses to determine the nature of the need or request, secures the appropriate resource, and monitors for follow-up to insure needs are met.
2. Performs basic and moderately complex record keeping and file maintenance tasks such as gathering and sorting file materials, identification and preparation of new files.  Processes Human Resource documentation and maintains licensure records.
3. Performs moderately complex Bookkeeping function such as entering charges into a computerized billing system, processing petty cash, travel and business request, licensure renewal reimbursement, processing time cards and payroll errors, monitors expense accounts to verify accuracy.
4. Performs a wide variety of typing and word processing tasks of simple to moderately complex documents such as forms letters, correspondence, memos, lists, CV’s presentation outlines, articles and simple bibliographies and other reports utilizing the standard software of the Institute and/or specific software required by the assignment.  Includes the use of macros, creating simple tables, non-formula spreadsheets and data entry.  Determines format, method, time frames, proofreads, edits completed documents.
5. Performs manual and/or electronic supply, equipment, and print shop requisition and distribution based on inventory and requests, including processing, tracking requests and delivering to requester.  Receives, opens, determines routing and distributes incoming mail and outgoing mail and faxes.  Photocopies materials and delivers to requester and files copies as requested.
6. Receives requests and schedules meetings, appointments, interpreters, conferences, travel, etc.  Notifies requester and other parties and reschedules conflicts.  Prepares and distributes materials as needed and coordinates meeting logistics such as catering, AV equipment, etc.

Reporting Relationships

1. Reporting relationships will vary according to departmental administrative structure