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We are seeking an experienced and highly motivated Administrative Assistant II for our Office of Legal Affairs, who exemplifies professionalism to join our team-
Position Highlights:
The purpose of the Legal Affairs’ Department is to support the delivery of health care by providing legal services in accordance with the philosophy of the Medical Center and in accordance with the goals and policies established by the Board of Directors and Executive Team. The objective of Legal Affairs is to establish and maintain a continuing program of in-house legal services for the effective and efficient resolution of health care legal problems.
Position Responsibilities:
Legal Secretary and Administrative Assistant
Ability to compose memoranda and correspondence; utilizing correct usage of grammar, punctuation, and formatting; proofreading of finished written product and reasonable turnaround time of typed work.
Completion of legal forms.
Typing and revision of contracts.
Meditract/Contract Follow-Up.
Assist with the process of integrating new Law Clerks each semester, which includes establishing network and email accounts; register with Volunteer Office, if necessary; create for distribution to office staff Law Clerk schedule and contact information chart, and orientate Law Clerks to general office procedures and personnel.
Ability to research and gather information on Internet as requested by assigned attorney pertinent to legal issues.
Develop working knowledge of office contacts within the Medical Center to facilitate scheduling of meetings and itinerary.
Maintain attorney’s work chronological file.
Initiate, maintain and organize attorneys’ files.
Register attorneys for seminars, conferences.
When requested, set up meetings for attorneys within Medical Center, which requires use of Outlook calendar system.
Follow-up on inquiries/requests, either by telephone, e-mail or written memoranda on matters relating to Associate General Counsel matters.
Maintain confidentiality of office matters.
Maintain assigned attorneys’ files.
Request checks for certain fees, including annual report renewal and lobbyist fees.
Screen calls from hospital personnel and outside persons and refer to appropriate office staff.
Update of library subscriptions, when called upon to do so.
Assist attorney with Intellectual Property matters, including verification of legal invoices from outside law firms.
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Malpractice Insurance Certificate Coordinator
Coordinate issuance of certificates of insurance for doctors, residents, fellows, and other medical staff with Associate Vice President and Director, Office of Risk Management.
Independently retrieving accurate information from other departments (Graduate Medical Education, Medical Affairs and Human Resources) regarding the eligibility of persons requesting certificates
Ability to utilize and retrieve information from the Cactus program (the Medical Affairs Physician Database) and Echo program
Accurate and timely response to actual typing of certificates, prompt distribution and filing of final certificate(s)
Timely response to telephone inquiries for malpractice coverage information.
Supervise preparation of certificate of insurance for students in College of Health Sciences.
Office File Coordinator
Initiates, organizes and maintains up-to-date file index for office and staff.
Creation of files and filing of correspondence and contracts into general files for various staff attorneys.
General Secretarial
Assist other support staff in answering office phones with accurate spelling of names and numbers on phone messages.
Project pleasant, helpful and courteous manner to callers and visitors.
Assist other attorneys and support staff, when need arises.
Position Qualifications Include:
High School or GED required.
Some college preferred.
At least 5 years executive secretarial experience required.
Excellent communication and writing skills required.
Advanced knowledge of WordPerfect, Word, PowerPoint, Excel and Outlook required.
Strong organization skills required to effectively plan, track, evaluate and follow-up on multiple priorities for multiple attorneys.
Must be able to work under pressure; be flexible; a self-starter; have a professional and courteous nature; be a team player; and maintain a high degree of confidentiality.
Must be able to make decisions independently, escalating complex issues to management.
Must be comfortable with latitude for resolving exceptions.
Company Highlights:
Rush's new 14-story hospital — opened in January 2012 — is the cornerstone of the Rush Transformation, an ongoing effort to build new facilities, renovate existing buildings and adopt new technology.
Rush University Medical Center is a three time Magnet facility located in Chicago, IL www.rush.edu
Leading academic medical center, acute care hospital w/ 676 licensed beds