Administrative Secretary

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 Secretary and become Loyola Strong! What you'll do: We are seeking a highly organized, detail-oriented, and proactive Administrative Secretary to support the Department of Nursing. The ideal candidate will play a vital role in providing administrative support to faculty, residents, and clinical staff, managing schedules, coordinating meetings, and ensuring smooth departmental operations. This position requires exceptional multitasking abilities, excellent communication skills, and a strong work ethic in a fast-paced healthcare environment.

Office Management:

Proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams, and SharePoint) required Serve as the first point of contact, greeting visitors and maintaining a professional environment. Manage office supplies, equipment, and inventory. Keep office space clean and organized.

Scheduling & Calendar Management:

Coordinate meetings, conferences, and events for faculty and staff. Manage and update calendars for leadership, physicians, and residency programs. Ensure timely reminders and preparation for scheduled events.

Communication & Correspondence:

Handle phone calls, messages, and inquiries professionally. Draft, proofread, and distribute emails, memos, and meeting minutes. Facilitate communication between faculty, clinical teams, and administration.

Document Management:

Organize and maintain physical and digital records. Prepare monthly expense reports Ensure confidentiality and data security compliance.

Customer/Client Support:

Provide excellent service to faculty, residents, staff, and vendors. Address inquiries, resolve issues, and direct individuals appropriately.

Data Entry & Record Keeping:

Maintain faculty schedules, call rosters, and residency program data. Track credentialing, licensure, and continuing education requirements. Update daily staffing calendar (Qgenda) and generate daily schedule/reports What you'll need:

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:

$17.30 - $26.81 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 Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are 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, veteran status, or any other status protected by federal, state, or local law.