Administrative Assistant Iii

• Provide administrative support to department leadership and approximately 14 Project Managers.
• Assist the Assistant Vice President with calendar management, meeting scheduling and other administrative needs.
• Prioritize incoming communications and meeting requests, bringing time-sensitive matters to leadership’s attention.
• Prepare, edit and format business correspondence, presentations, departmental communications and reports, including monthly capital labor reports.
• Coordinate meetings, prepare agendas and materials, distribute reports and follow up on action items.
• Support annual goal-setting, midyear and annual performance reviews, and merit review processes for administrative staff.
• Identify opportunities to improve office procedures and administrative efficiency.
  

• Manage front desk responsibilities, greet visitors and vendors, and answer and direct departmental phone calls.
• Order, receive and distribute office supplies, general equipment and IT equipment.
• Receive and distribute mail and packages to appropriate team members.
• Maintain the office directory, departmental files, shared resources and electronic records.
• Coordinate workspace setup, telephone changes, equipment moves and maintenance requests.
• Ensure staff have the supplies, equipment and resources needed to perform their responsibilities.
  

• Review and edit daily timekeeping records in UKG and coordinate payroll approval at the end of each payroll period.
• Update FMLA codes and make payroll corrections as directed by the Payroll Director.
• Submit correction forms for PTO reported after a payroll period has closed.
• Maintain departmental HR files with accuracy and confidentiality.
• Coordinate onboarding for administrative staff and assist department directors with onboarding new team members.
• Submit requests for ID badges, network access, email accounts, office access, computers, phones and software.
• Coordinate account activation and deactivation as needed.
  

• Review and process purchase requests and expense invoices in Link, including approvals up to $25,000 within delegated authority.
• Maintain expense tracking logs and organize supporting documentation in appropriate shared folders.
• Investigate and resolve invoice discrepancies in coordination with vendors and accounting teams.
• Maintain departmental expense files and initiate or reconcile check requests, purchase orders and travel vouchers.
• Coordinate additional internal approval requests as needed.
  

• High school diploma and at least three years of progressively responsible administrative experience.
• Advanced proficiency in Microsoft Office, including Outlook, Excel, Word and PowerPoint.
• Experience managing calendars, coordinating meetings and preparing accurate documents and reports.
• Strong organizational skills and the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills.
• Ability to work independently, exercise discretion and handle confidential information.
• Strong problem-solving skills and accuracy when reviewing payroll, expenses and other departmental data.
• Ability to learn new systems and work within established policies and procedures.
  

• Experience supporting leadership or teams in healthcare, facilities, construction or another complex departmental environment.
• Experience with UKG or similar payroll and timekeeping systems.
• Familiarity with purchasing, invoice processing, expense tracking and employee onboarding.
  

• Ability to work 100% onsite in Chicago.
• Successful completion of a background check and drug screening.
• Ability to meet healthcare compliance requirements, including annual flu vaccination, MMR vaccination, TB screening/clearance and additional immunizations as required.
• Ability to move throughout the Medical Center and lift or carry objects weighing 35–40 pounds.
  

LaSalle Network is an Equal Opportunity Employer m/f/d/v.

All assignments are at-will and their duration is subject to change.