Minimum Qualifications

• Bachelor’s degree from an accredited college or university
• Five (5) years of experience planning and monitoring expenses
• Prior experience working on process improvement projects
• Intermediate proficiency with Microsoft Office (Word, Excel, Outlook PowerPoint)

Preferred Qualifications

• Master’s degree from an accredited college or university
• Five (5) years of experience providing leadership support to an Executive level role and budget planning and monitoring expenses

Typical Duties

• Provides leadership and effective management in all areas of staffing, administration, and project completion. • Reviews and submits timesheets to Payroll for Executive Administration, when needed.
• Manages the daily calendar of the Chief Executive Officer, CCHHS (CEO) and for Executive Office, as needed in the absence of the designated Executive Assistant.
• Facilitates end to end process for staff town halls, executive staff meetings, major CEO presentations, CEO key events, and ensure all appropriate staff notifications, etc.
• Keeps the CEO informed of pending matters and appointments.
• Drafts the CEO’s reports to staff and others as requested.
• Provides executive-level support to top decision-makers and project managers while providing detailed feedback on critical and/or confidential decisions.
• Functions as a liaison for the Executive Office to the Board Directors, Executive Leadership, Patients, Health Staff, Industry Representatives, Key Stakeholders and others including, but not limited to, report reminders, collection, and consolidation. Follows up with the CEO until final version achieved, scheduling of briefings and meetings, information distribution, meeting minutes, critical updates, resolution review and tracking.
• Participates on behalf of the Executive Office on strategic and operational initiatives across CCH, i.e., process improvement, business strategy development, market analysis, etc.
• Identifies concerns and/or issues requiring escalation to the Executive Office and follow up by addressing the latter with appropriate stakeholders.
• Monitors healthcare sector trends and be well-versed in, or willing to learn, federal and state regulations and policies relevant to the health industry.
• Audits and evaluates intradepartmental processes. Recommends process changes to enhance operations or improve outcomes as needed.
• Facilitates improvement on cross functional operational initiatives including tracking and trending milestones and progress towards goals.
• Monitors supplies inventory and requests purchase orders for supplies and equipment as approved by the CEO. When ordered items arrive, checks to make sure the order was filled correctly, resolves any discrepancies, submits copy of purchase order (PO) for payment. Requests purchase requisitions for subscriptions and professional memberships and tracks through to payment. Researches and resolves vendor account issues. Maintains departmental records of all purchases and payments.
• Makes travel arrangements, prepares travel approval requests and reimbursement vouchers and submits signed forms to Finance for reimbursement or payment.
• Receives, opens, date stamps and distributes incoming mail; handles outgoing mail, including arrangements for express mail and hand deliveries.
• Tracks and renews any Executive Administration subscriptions and memberships.
• Assists with meetings and special programs. For example, schedules meetings on Microsoft Outlook, purchases and coordinates serving of refreshments; arranges for room and audio/visual equipment set-ups and follows up to ensure that everything is in place prior to the event; duplicates materials.
• Creates documents, charts, graphs, overheads and other presentation materials, as needed.
• Tracks and collects reports and other deliverables requested by CEO. Ensures timeliness, accuracy and completeness.
• Assists with document preparation and maintenance for as needed.
• Tracks budgeted Executive level positions and prepares HR submissions for requested positions.
• Assists with budget planning and monitoring expenses relative to budget.
• Maintains organizational charts for Divisions within CCH.
• Tracks and maintains performance evaluation compliance and annual compliance training for all staff.
• Answers and screens incoming phone calls. Reviews CEO’s voicemail to return calls, summarize and send to the CEO or forward to appropriate department.
• Prepares agendas and meeting minutes, as needed. • Scans and electronically organizes documents for easier reference, when needed.
• Participates in key strategic and operational meetings both internal and external to the organization on behalf of the Executive Office.
• Performs other duties and/or projects as assigned.

Knowledge, Skills, Abilities and Other Characteristics

• Knowledge and proficiency in Microsoft Office (Word, Excel, Outlook and PowerPoint).
• Demonstrated knowledge and experience conducting quantitative research and data analysis.
• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups.
• Excellent program development, management and leadership skills.
• Polished interpersonal skills with emphasis on discretion and diplomacy.
• Strong attention to detail, accuracy and precision. • Proven presentation and organizational skills.
• Ability to pivot and adapt to both independent and team-based settings.
• Highly detail-oriented, resourceful, and self-motivated.
• Monitors healthcare sector trends and be well-versed in, or willing to learn, federal and state regulations and policies relevant to the health industry.
• Able to prioritize among competing demands and establish processes to assure timely, accurate, and effective completion of multiple projects.
• Resourceful, creative professional with excellent analytical and problem-solving skills.

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 not less than 6 months of continuous service

To take advantage of this preference a Veteran must:

• Meet the minimum qualifications for the position.
• Identify self as a Veteran on the employment application by answering yes to the question by answering yes to the question, “Are you a Military Veteran?”
• Attach a copy of their DD 214, DD 215 or NGB 22 (Notice of Separation at time of application filing. Please note: If you have multiple DD214s, 215s, or NGB 22S, please submit the one with the latest date. Coast Guard must submit 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). Discharge papers must list and Honorable Discharge Status. Discharge papers not listing an Honorable Discharge Status are not acceptable

OR

• A copy of a valid State ID Card or Driver’s License which identifies the holder of the ID as a Veteran, may also be attached to the application at time of filing.

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

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

BENEFITS PACKAGE

• Medical, Dental, and Vision Coverage
• Basic Term Life Insurance
• Pension Plan
• Deferred Compensation Program
• Paid Holidays, Vacation, and Sick Time
• You may also qualify for the Public Service Loan Forgiveness Program (PSLF)

For further information on our excellent benefits package, please click on the following link:http://www.cookcountyrisk.com/

MUST MEET ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING.

• 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 time of interview.

• Please note all offers of employment are contingent upon the following conditions: satisfactory professional & employment references, healthcare and criminal background checks, appropriate licensure/certifications and the successful completion of a physical and pre-employment drug screen.

• CCHHS is strictly prohibited from conditioning, basing or knowingly prejudicing or affecting any term or aspect of County employment or hiring upon or because of any political reason or factor.

COOK COUNTY HEALTH & HOSPITALS SYSTEM IS AN EQUAL OPPORTUNITY EMPLOYER.