Administrative Analyst III

Job Number: 00136660

Job Posting: Apr 8, 2025, 11:20:34 AM

Closing Date: Apr 22, 2025, 11:59:00 PM

Employment Type: Full-time

Shift Start Time: 8:00 A.M.

Shift End Time: 4:00 P.M.

Collective Bargaining Unit: RWDSU Local 200 Admin Assistants BHS

Posting Salary: $44.643

Organization: Health and Hospital Systems

Location: John H. Stroger Jr. Hospital

Department: Anesthesiology and Pain Management

Shift: 8:00 A.M. TO 4:00 P.M.

Job Summary

The Administrative Analyst III will perform a wide variety of professional analytical and administrative duties in support of department functions, operations, and programs. Typical duties include, but are not limited to:

Personnel management/processing

Assisting with budget management/analysis

Purchase order and payment processing

Data collection, analysis, interpretation, and reporting

Initiation of special projects and other specialized functions

Coordination of assigned activities with other departments, divisions, outside agencies, and the general public

This position is exempt from Career Service under the CCH Personnel Rules.

Typical Duties

Personnel & Hiring:

• Schedule interviews, initiate hiring, credentialing/re-credentialing, and employment exit processes.

• Monitor progress and track vacancy status for positions assigned to the department.

Orientation & Training:

• Conduct department/division-level orientation and routine training.

• Ensure staff are trained on relevant systems/applications and evaluate competency on an ongoing basis.

Scheduling:

• Develop work schedules.

Compliance:

• Monitor compliance with all CCHHS mandatory requirements for employed staff members and voluntary providers.

Supervision:

• May directly supervise other support staff members as applicable.

Timekeeping & Payroll:

• Oversee timekeeping functions, verify attendance records, and maintain employee benefit time-off request records.

• Consult with supervisors regarding time and attendance discrepancies.

• Troubleshoot payment/benefit time errors with the payroll department.

Budget Assistance:

• Assist leadership with the development and management of department/division budgets.

Purchasing & Payment:

• Initiate, coordinate, and monitor purchasing and payment processes for goods and services with supply chain management and financial operations staff.

• Maintain purchasing and payment records in both electronic and/or paper files.

Data & Reporting:

• Collect, analyze, and interpret data; produce management reports (using current software/applications) to support the department’s/division’s quality plan and operational needs.

Meeting Coordination:

• Coordinate department/division meetings, prepare agendas and minutes, and create/maintain meeting documentation in electronic and/or paper files.

IT Troubleshooting:

• Work with the Information Technology department to troubleshoot system and/or application problems.

Complaint Resolution:

• Collect material to review, investigate, and resolve patient and employee complaints in conjunction with relevant CCH staff.

Relationship Building:

• Develop and maintain positive relationships with coworkers, patients, and visitors.

Backup Duties:

• Serve as backup for other higher-level administrative support staff.

Special Projects:

• Manage and/or participate in special projects.

Other:

• Perform other duties as assigned.

Minimum Qualifications

Education & Experience:

• High School Diploma (with proof at time of interview) and seven (7) years of high-level administrative experience supporting a department head or a senior leader

OR

• Bachelor’s degree from an accredited college or university (with official transcripts at time of interview) and three (3) years of high-level administrative experience supporting a department head or a senior leader

One (1) year of experience as a supervisor or manager is required.

Prior experience assisting with budget management/analysis is required.

Prior experience leading projects and creating, gathering, and tracking departmental reports is required.

Prior experience communicating with all levels of the organization is required.

Must be proficient at the Intermediate level using Microsoft Office (Word, Excel, PowerPoint). (MS Office testing will be administered, with a 70% minimum proficiency rate required.)

Must be able to work evenings and weekends as needed.

Preferred Qualifications

Prior experience as a supervisor or manager in a unionized environment.

Prior work experience in an academic healthcare organization.

Prior work experience in medical education or professional development.

Knowledge, Skills, Abilities, and Other Characteristics

Working knowledge of payroll processing and timekeeping methods.

Ability to maintain an organized electronic and paper filing system.

Excellent verbal and written communication skills to interact effectively with all levels of staff and a diverse patient population.

Strong customer service and empathy skills.

Good computer and typing skills.

Good phone and email etiquette with prompt response times.

Analytical, organizational, problem-solving, critical thinking, time management, and conflict resolution skills.

Management and leadership skills.

Strong mathematical and statistical skills for generating reports.

Attention to detail, accuracy, and precision.

Ability to operate standard office equipment.

Proficiency in Microsoft Office (Intermediate level).

Ability to prioritize, plan, and organize projects and tasks.

Ability to multi-task and meet deadlines in a fast-paced and stressful environment.

Ability to adhere to department policies and standards, utilizing best practices.

Ability to maintain a professional demeanor and composure when challenged.

Occasional physical exertion required (e.g., bending, lifting, pushing, prolonged standing, and/or moving light to medium weight).

Physical and Environmental Demands

This position functions within a healthcare environment. The incumbent is responsible for adherence to all hospital and department-specific safety requirements, including but not limited to:

Complying with Personal Protective Equipment (PPE) requirements

Hand washing and sanitizing practices

Adherence to department-specific engineering and work practice controls

Following any additional work area safety precautions specified by hospital-wide policies and departmental procedures

Additional Information

The statements provided above are intended to describe the general nature and level of work performed by individuals assigned to this classification; they are not exhaustive lists of all responsibilities, duties, and skills required.

For purposes of the Americans with Disabilities Act, “Typical Duties” are considered essential job functions.

Benefits Package

Medical, Dental, and Vision Coverage

Basic Term Life Insurance

Pension Plan

Deferred Compensation Program

Paid Holidays, Vacation, and Sick Time

Eligibility for the Public Service Loan Forgiveness Program (PSLF)

For further information on our excellent benefits package, please visit: http://www.cookcountyrisk.com/

VETERAN PREFERENCE PLEASE READ

When applying for employment with the Cook County Health & Hospitals System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for at least 6 months of continuous service. To take advantage of this preference, a Veteran must:

Meet the minimum qualifications for the position.

Identify as a Veteran on the employment application (answer "yes" to the question “Are you a Military Veteran?”).

Attach a copy of DD 214, DD 215, or NGB 22 (Notice of Separation) at the time of application filing.

Note: If you have multiple DD214s, 215s, or NGB 22s, please submit the one with the latest date. (For Coast Guard personnel, a certified copy of the military separation from either the Department of Transportation [Before 9/11] or the Department of Homeland Security [After 9/11] is required.)

Discharge papers must indicate an Honorable Discharge Status. Discharge papers not listing an Honorable Discharge Status are not acceptable.

OR

Attach a copy of a valid State ID Card or Driver’s License that identifies the holder as a Veteran at the time of application filing.

If the required items are not attached, you will not be eligible for Veteran Preference.

http://www.cookcountyrisk.com/

VETERANS MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS OR A STATE ID CARD/DRIVER’S LICENSE AT THE TIME OF THE INTERVIEW.

Credentialing for International Degrees

Degrees awarded outside of the United States (with the exception of those awarded in one of the United States' territories and Canada) must be credentialed by an approved U.S. credential evaluation service belonging to the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE). Original credentialing documents must be presented at the time of the interview.

Additional Conditions

Please note all offers of employment are contingent upon:

Satisfactory professional and employment references

Healthcare and criminal background checks

Appropriate licensure/certifications

Successful completion of a physical examination and pre-employment drug screen

CCHHS is strictly prohibited from conditioning, basing, or knowingly prejudicing any aspect of County employment or hiring on political reasons or factors.

COOK COUNTY GOVERNMENT IS AN EQUAL OPPORTUNITY EMPLOYER

We are seeking an Administrative Analyst III for our Department of Anesthesiology and Pain Management at John H. Stroger Jr. Hospital, part of the Cook County Health & Hospitals System. This full-time position (8:00 AM – 4:00 PM) plays a key role in streamlining HR processes, budget management, data analysis, and project coordination.