Administrative Assistant Department of Surgery

Employment Type: Full time Shift: Day Shift Description: Loyola Medicine, a member of Trinity Health, is a nationally ranked academic, quaternary care system based in Chicago's western suburbs. With its main campus at Loyola University Medical Center, Loyola Medicine is part of a comprehensive three-hospital system including Loyola University Medical Center, Gottlieb Memorial Hospital, and MacNeal Hospital.   If you’re passionate about delivering exceptional care and making a difference in the lives of our communities, join the Loyola team as an Administrative Assistant and become Loyola Strong!    The Administrative Assistant plays a vital role in supporting the Department of Surgery by ensuring efficient office operations and assisting department leadership with administrative functions. Working under the direction of Several Executive Directors this position requires strong organizational skills, the ability to manage priorities, and a proactive approach to coordinating tasks. What you’ll do: GME Program Support The Admin Assistant will support the Transplant Residency Program, ensuring compliance with accreditation standards and facilitating smooth program operations. Key responsibilities include: Maintaining accreditation documents and coordinating review processes. Managing the onboarding process for new residents, including licensure, contracts, and institutional requirements. Scheduling clinical rotations, training conferences, and required paperwork. Maintaining electronic databases for rotations, call schedules, and evaluations. Coordinating the evaluation process and tracking assessment completion. Acting as a liaison between faculty, residents, and the GME office. Preparing and submitting accreditation and compliance reports (AAMC, ACGME, FREIDA). Ensuring employment agreements, licensure, and work authorizations remain current. Assisting in planning and executing residency interview days. Maintaining and updating LUMC’s GME site with program-related information. Project & Event Coordination Manage special projects, such as the annual education workshop, conducting analysis and presenting recommendations for improvements. Coordinate up to 10 endowed/visiting lectures annually, handling travel arrangements, accommodations, itineraries, and faculty/resident engagements. Create and maintain the annual department education calendar, ensuring seamless scheduling of Morbidity & Mortality (M&M) conferences and other required educational sessions. Track attendance for education sessions and CME credits, informing leadership of any compliance issues. Administrative Faculty Support The ideal Administrative Assistant will provide high-level support to faculty and leadership. This role involves managing calendars, prioritizing meetings, and ensuring all necessary materials are prepared. Key responsibilities include: Maintaining and updating faculty call schedules using digital platforms like SPOKWebX. Screening and prioritizing emails, calls, and mail for timely responses. Planning and coordinating faculty and department events, meetings, and activities. Assisting the Division Director with faculty-related materials. Tracking and managing faculty leave, including vacation, education days, and sick time. Drafting, editing, and distributing newsletters, articles, and program summaries. Evaluating and improving office procedures, record-keeping, and supply management for efficiency. We offer our Administrative Assistants:   Benefits from Day One   DailyPay! Work today/Get paid today   Tuition Reimbursement   Career Development  Referral Rewards   Strong Team Culture   Career Growth Opportunities   What you’ll need for this job:  Required: High School Diploma or equivalent with training acquired through work experience or education. 6-10 years of job-related experience in an administrative or secretarial role. Preferred: 2-3 years of college education or equivalent administrative/technical background, ideally in Business. 10 years of job-related experience is a plus. Compensation:   Pay Range: $18.16 - $28.14 per hour   Actual compensation will fall within the range but may vary based on factors such as experience, qualifications, education, location, licensure, certification requirements, and comparisons to colleagues in similar roles.   Trinity Health Benefits Summary   Our Commitment to Diversity and Inclusion Trinity Health is one of the largest not-for-profit, Catholic healthcare systems in the nation. Built on the foundation of our Mission and Core Values, we integrate diversity, equity, and inclusion in all that we do. Our colleagues have different lived experiences, customs, abilities, and talents. Together, we become our best selves. A diverse and inclusive workforce provides the most accessible and equitable care for those we serve. Trinity Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by law. Trinity Health is one of the largest not-for-profit, faith-based health care systems in the nation. Together, we’re 121,000 colleagues and nearly 36,500 physicians and clinicians caring for diverse communities across 27 states. Nationally recognized for care and experience, our system includes 101 hospitals, 126 continuing care locations, the second largest PACE program in the country, 136 urgent care locations, and many other health and well-being services. Based in Livonia, Michigan, in fiscal year 2023, we invested $1.5 billion in our communities through charity care and other community benefit programs. For more information, visit http://www.trinity-health.org. You can also follow Trinity Health on LinkedIn.

Salary : $18 - $28