Administrative Assistant - Diabetes - La Rabida Children's Hospital

La Rabida Children’s Hospital 

Administrative Assistant – Diabetes 

La Rabida Children’s Hospital is hiring a full-time Administrative Assistant for the Diabetes Program in Chicago, IL.  

At La Rabida Children’s Hospital, our mission is simple: we’re dedicated to maintaining and improving the quality of life for each of our patients with complex conditions, disabilities, and chronic illness. The path to completing this mission, however, is often complicated.  Fortunately, we’ve got the best team around.  If you are looking for your next career opportunity to partner with a compassionate multidisciplinary collaborative team, we have the job for you.

Job Summary:  

The Administrative Assistant for the Diabetes Program is responsible for providing secretarial support to the CCDC in order to help the program run efficiently.

Essential Administrative Assistant Functions: 

• Secretarial Administrative Support of Team Members
• Correspondence: Email/Fax
• Place orders for events such as supplies and equipment, etc
• Secretarial/administrative support of projects
• Scheduling appointments when needed: verifying insurance and obtaining required documentation

• Serve as main contact person for
  • diabetes emergency number during the day, from 8:30 am-4:30 pm M-F, excluding specific holidays. Triage these calls in a timely fashion, ~5-10 minutes from the time the call is received initially to the 1-800 number
  • diabetes/endocrinology consults and questions: page appropriate MD on call
• Handle non-urgent patient calls as well as calls from vendors, outside hospitals and providers support staff during clinic by stocking supplies, faxing, obtaining laboratory results
• Ensure that we have adequate supplies by keeping track of quantity and reordering when required
• Maintain all required handouts for clinic Submit and track reimbursement requests
• Schedule rooms for meetings and events and for recurring events, schedule for 1 year at a time, and send outlook reminders for recurring meetings
  • Team meetings weekly as well as Core Team meetings twice per month
  • Set up and send reminders for meetings with administration which program directors have monthly
  • Coordinate educational meetings/lunches with representatives from industry (diabetes-related products)
  • Organize health fairs and fees for industry representatives to participate in these fairs. Assist with securing the venue, contacting pharmaceutical representatives to confirm their participation and payment, and forming a schedule of events, working with PR on flyers and making sure these are sent to patients, arranging for food and beverages, and if there are speakers, arranging travel and honoraria for them.
  • Coordinate attendance at continuing education events and conferences for nursing/medical staff
    • This would involve booking transportation and hotel, securing registration fees and adjusting clinic and call schedules to allow attendance
  • Parent and child support group efforts: arrange location, topic/speaker, fliers, funding if necessary for these events
  • Schedule parent education classes and secure venues, equipment, handouts, food:
  • Review and edit invitations for these events
  • Organize room set up and catering, as well as environmental services
  • Track responses from attendees and calling them to confirm/remind them of the class date and time
  • Coordinate insulin pump training course: Schedule room, equipment, track attendance, copy handouts/forms, coordinating registration process.
• Develop and distribute clinic and call schedules
• Organize and keep track of vacation schedules for staff
• Receive and track all invoices from our after-hours answering service.
• Maintain calendar of all diabetes team events and schedule in our outlook calendar: product related lunches, agenda for Thursday meetings, including presentations, upcoming events
• Support development and maintenance of program website
• Assist with our participation in clinical research: assist with writing IRB documents, organizing time/space/resources, and securing grant funding
• Keep a list of our pharmaceutical representatives and vendors and ensure this is current, distribute to team

Correspondence:

• Review and distribute incoming correspondence (e.g. lab results, prescription requests, any faxes/emails).
• Obtain outside medical records for new patients before their first visit
• Send patient visit summaries to primary care physicians
• Prepare letters for families as requested by staff
• Must have knowledge of and experience with using Office, including Excel and Power Point and will use these skills to develop fliers and assist staff with their presentations
• Maintain team meeting minutes
• Call families when requested regarding appointments, lab results, etc.
• Schedule Microsoft Teams/Zoom Virtual Meetings

Manage Supplies, Equipment, Etc:

• Maintain office supplies and equipment
• Place event orders
• Complete purchase orders
• For offsite clinics: ensure we have supplies, including forms, office supplies, reagents, A1c cartridges, meters, test strips, educational materials, event handouts
  • communicate regularly with offsite staff to assess needs

Secretarial / Administrative Support of Projects:

• Provide administrative/secretarial support by managing projects as authorized
• Communicate with team and vendors regarding our educational events
• Function as the staff liaison for communication with outside entities (hospitals, groups such as the ADA, JDRF) when scheduling events, lectures, etc.

Scheduling Appointments When Needed: 

• Facilitate the securing of outpatient appointments
• Work with registration to obtain all required paperwork for offsite clinics in a timely fashion
• Track and follow up with patients who do not show for appointments and also, track patients with frequent cancellations
• Track all new patients to our program including the referral source

• Performs other duties as assigned.

What we need from you:  

• Education: High school diploma or equivalency is required; some college preferred
• Related Work Experience: Two years of related work experience required
• Licensure/Certification: None
• Specialized Knowledge and Skills: Requirements include the ability to type at a speed of 50WPM; strong knowledge of Word, Excel, and Power Point, high level verbal communications skills in the English language; Medical Terminology preferred. Able to use all virtual platforms supported by the organization.

What you will receive:  

• Competitive Salary  

• Medical, Dental, and Vision  

• Pet Insurance 

• Flexible Spending Account (FSA)  

• Life & Disability Insurance  

• Retirement Savings Plans & Matching  

• Tuition Reimbursement  

• Employee Assistance Program (EAP)  

• Generous Paid Time Off & Holidays  

• Free Parking  

• Free breakfast and lunch on the last Friday of every month  

Who we are:  

La Rabida is a place unlike any other. We understand the needs of families with children dealing with the most serious or complicated of conditions. With teams of the best healthcare providers in Chicago, we give continuous, comprehensive care, education, and support, helping families face their unique obstacles head on. 

La Rabida Children’s Hospital is very proud to be an Equal Employment Opportunity Employer.  

Conditions of Employment Required to demonstrate full vaccination status for Coronavirus Disease 2019 (COVID-19) with a Food and Drug Administration (FDA) authorized or FDA-approved COVID-19 vaccine; OR Qualify for a reasonable accommodation for an exemption from vaccine requirements based on a medical disability or because of a sincerely held religious belief. Additional information and instructions regarding how to request reasonable accommodation will be provided on request at the time of selection.