IMH Project/Administrative Assistant - Clinical Excellence - The University of Chicago Medicine

Join one of the nation’s most comprehensive academic medical centers, UChicago Medicine Ingalls Memorial Hosptial, as an IMH Project/Administrative Assistantin our Clinical Excellence department. This position is a 100% onsite opportunity. You will need to be based in the greater Chicagoland area.    

The Project/Administrative Assistant will provide comprehensive administrative support to the Clinical Excellence teams, focused on Ingalls Memorial Hospital, and will effectively enable the Clinical Excellence teams to focus efforts at achieving organizational quality, safety and risk mitigation goals by performing a wide variety of executive administrative and project coordination duties to support day to day operations and strategic work. This role is crucial in ensuring the smooth operation of clinical excellence (e.g. quality, risk management, patient safety, infection prevention and control, and operational excellence), including project management, preparation for and support during regulatory surveys. The successful candidate will be a valuable asset to the Clinical Excellence teams system-wide, and the Ingalls Leaders team, contributing to the overall success of the hospital and health system. 

Essential Job Functions  

Administrative Support for all Clinical Excellence Teams and Ingalls Leadership:  

• Manage calendars and schedule meetings for clinical excellence leadership 
• Manage the shared inbox and calendar  
• Handle incoming and outgoing correspondence, including mail, emails and phone calls 
• Manage shared team spaces, including hoteling processes and overall space maintenance (any necessary IT or plant requests, ordering of supplies, etc.)
• Maintains all team assets, including hardware and software, etc. 
• Maintain accurate and organized filing systems, both physical and electronic
• Assist with travel arrangements, including booking flights and accommodations
• Manage ordering, expenses and payment, e.g. vendor payment, purchase orders, expense reports, reimbursements, etc. 
• Partner with administrative team to support leadership team and maintain the Leadership suite
• Maintain effective working relationships with organizational administration, administrative assistants, and clinical and departmental staff

Clinical Excellence Programs – Operational Support: 

• Assist the Clinical Excellence Leadership in daily operations, assisting with needs as they arise, communicating effectively on a daily basis to discuss and triage urgent issues, and to resolve meeting conflicts and scheduling challenges 
• Assist leadership in preparing materials for various committees (e.g.: Quality & Safety Meeting, Professional Affairs Committee, Board of Directors, etc.) 
  • Prepare, organize and collate materials for quality, safety, risk, and infection control related meetings, attend & manage the presentations for the meeting(s) (as requested), and prepare meeting agenda and minutes in a timely fashion
• Maintain key departmental documents, systems, shared drives, and web pages, e.g. departmental intranet sites, org charts, contact lists, etc. 
• Coordinate employee onboarding and offboarding
• Provide administrative and project management support for key strategic and operational initiatives including compiling and managing data, preparing spreadsheets, reports, etc. 
  • Independently manage small project(s) as assigned, including understanding and articulating goals and desired outcomes, establishing timelines and prioritizing steps/tasks
  • Assist with projects as requested/ prioritized by leadership, including data entry 
• Risk and Patient Safety 
  • Assist with administration of the Event Reporting System (e.g. Provision access to the event reporting system, ensure updated hierarchy and assist with the development of reports within the event reporting system)
  • Schedule Root Cause Analysis meetings as requested by Risk and Patient Safety leadership team  

Regulatory Compliance and Survey Support: 

• Surveys 
  • Assist in the preparation for announced and unannounced surveys by regulatory agencies 
  • Coordinate with various departments to gather necessary documentation and information 
  • Prepare survey documents required materials 
  • Serve as an initial point of contact for unannounced regulatory visit; Notify the leadership team and initiate onsite survey process for any visits
  • Provide administrative support during surveys, including scheduling interviews, managing logistics, and gathering requested documents 
  • Assist with post-survey activities, such as tracking deadlines for corrective action plans and follow-up
• Policies and Procedures - Collaborate with Regulatory Compliance leadership: 
  • Track organizational policies for review, revision, and approval through the appropriate process
  • Communicate policy revision needs to appropriate staff
  • Post approved policies on the intranet

System-Level Support:  

• Collaborate with shared services teams to ensure consistency and efficiency in administrative processes across the health system 
• Participate in system-wide initiatives related to clinical excellence and regulatory compliance
• Provide remote support to other clinical excellence teams as needed 
• Cross cover for administrative support team members within Clinical Excellence and the IMH leadership team 
• Periodic travel to other UCM sites  
• Other duties as assigned  

Required Qualifications  

• Associate degree  
• Minimum of 5 years of increasingly responsible project support, administrative or secretarial experience, preferably in a complex health care or professional office setting 
• Strong organizational and time management skills 
• Strong attention to detail and accuracy 
• Excellent written and verbal communication skills. Experience documenting meeting minutes and preparing materials for high level meetings 
• Must possess strong interpersonal skills and can independently interact with internal and external customers professionally, demonstratinga strong sense of customer service skills 
• Proficiency in computer skills – Microsoft Office suite (Word, Excel, PowerPoint, Visio, Adobe Acrobat) 
• Familiarity with web-based communication applications (e.g. Zoom) and administrative IT systems (e.g. Oracle, Kronos) 
• Ability to maintain confidentiality and discretion 
• Must be able to work in a fast-paced environment and independently prioritize multiple tasks 
• Must be able to plan, organize and work on various tasks concurrently, demonstrating independent problem-solving ability and project management skills 
• Flexibility for early morning and early evening committee and meeting coverage, to accommodate meetings and leadership schedules 
• Ability to work independently and as part of a team 

Preferred Qualifications 

• Bachelor’s degree  
• Knowledge of clinical excellence, experience supporting clinical excellence teams and functions (e.g. quality, safety, regulatory compliance, risk management, performance improvement, operational excellence, infection control and prevention, etc.) 
• Knowledge of healthcare terminology 
• Advanced skills in Microsoft Office Suite  
• Basic data analysis skills 

Position Details  

• Job Type / FTE: Full - Time   
• Shift: Days  
• Job Location: Ingalls Memorial Hospital 
• Unit/Department: Clinical Excellence 
• CBA Code: Non-Union  

We’ve been at the forefront of medicine since 1899. We provide superior healthcare with compassion, always mindful that each patient is a person, an individual. To accomplish this, we need employees with passion, talent and commitment… with patients and with each other. We’re in this together: working to advance medical innovation, serve the health needs of the community, and move our collective knowledge forward. If you’d like to add enriching human life to your profile, UChicago Medicine is for you. Here at the forefront, we’re doing work that really matters. Join us. Bring your passion.

UChicago Medicine is growing; discover how you can be a part of this pursuit of excellence at: UChicago Medicine Career Opportunities.

UChicago Medicine is an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, ethnicity, ancestry, sex, sexual orientation, gender identity, marital status, civil union status, parental status, religion, national origin, age, disability, veteran status and other legally protected characteristics.

Must comply with UChicago Medicine’s COVID-19 Vaccination requirement as a condition of employment. If you have already received the vaccination, you must provide proof as part of the pre-employment process. This is in addition to your compliance with the Flu Vaccination requirement as well. Medical and religious exemptions will be considered consistent with applicable law. Lastly, a pre-employment physical, drug screening, and background check are also required for all employees prior to hire.

Compensation & Benefits Overview

UChicago Medicine is committed to transparency in compensation and benefits.  The pay range provided reflects the anticipated wage or salary reasonably expected to be offered for the position.

The pay range is based on a full-time equivalent (1.0 FTE) and is reflective of current market data, reviewed on an annual basis. Compensation offered at the time of hire will vary based on candidate qualifications and experience and organizational considerations, such as internal equity. Pay ranges for employees subject to Collective Bargaining Agreements are negotiated by the medical center and their respective union.

Review the full complement of benefit options for eligible roles at Benefits - UChicago Medicine.