Executive Secretary
Loyola University Health System

Maywood, Illinois

Posted in Medical and Nursing

This job has expired.

Job Info

Employment Type:
Full time

The Executive Secretary position (see , Position Summary) resides in the Department of Medicine, Division of Hematology/Oncology in the Loyola Cardinal Bernardin Cancer Center. It uniquely supports three senior faculty members who are professors of Medicine and medical oncologists of national reputation. They are skilled, active clinicians who also lead programs and conduct research in breast cancer, lung cancer, cancer survivorship and cancer risk/prevention. The Executive Secretary provides support to these programs including setting up multi-party teleconferences, manuscript tables/figures and slide preparation assistance, coordination of schedules and other high-level activities. Of note, 50% of the effort will be devoted to one of these faculty members who directs a national cancer clinical research program in addition to the above activities. With this aspect of the position, there are exciting opportunities to participate with a network of investigators and skilled administrative professionals as they strive to increase cure rates of cancer.
Provides high-level administrative and secretarial support with wide latitude for exercising discretion and judgment. Independently sets priorities while taking into consideration input from administration and/or physician leadership. Typically, the position supports a vice president, company officer, or senior physician leader. Exceptional skills are required in the following areas: multitasking in a fast-paced environment, organization, time management, office coordination, research/problem solving, project development and communication with geographically diverse groups of collaborators.

1. ADMINISTRATIVE SUPPORT - Answers and screens phone calls, takes messages and makes appropriate referrals. May review executive's email. Attends meetings as requested, transcribes and distributes meeting minutes. Maintains executive's calendar to include scheduling meetings, arranging appointments, and coordinating travel arrangements. Brings pertinent dates to executive's attention, prepares and/or provides necessary documents for use in meetings.

  • Organizes and/or conducts polls to set up multi-participant web-based national and on site meetings
  • Manages recurring meetings such as journal clubs
  • Completes and circulates recurring call schedules

2. COMMUNICATION - Composes effective correspondence, announcements, training materials, narrative summaries and reports, proposals and recommendations and other written materials. Compiles data to prepare operational reports and assists with preparation of material for presentation to the Board of Directors, etc.

3. AD HOC PROJECTS & EVENT PLANNING - Completes various projects as needed or as directed by supervisor by proficiently researching and gathering information from internal, external and internet sources. Summarizes and compiles findings in written reports, spreadsheets, graphs or other appropriate format. Effectively utilizes a variety of resources to plan and execute both on-site and off-site event planning.

4. RECORD KEEPING - Creates and maintains accurate filing system and records of departmental activities/projects.

5. TRAINING/MENTORING - Acts as a mentor and trainer to junior-level support staff.

6. BUDGET, INVENTORIES & EQUIPMENT - Ensures department expenses are charged appropriately. Determines if expenses are within policy and refer questionable items to the administrator or supervisor. Assists with the preparation of check requisitions, purchase requisitions, and expense reports. Utilizes Lawson to process purchase requisitions. Orders office supplies and arranges for maintenance of office equipment and facilities to ensure the proper working order and smooth operation of the department.

7. Participate in the onboarding of new faculty.

Position Requirements:

Minimum Education:

Required: High School Diploma plus training acquired through work experience or education

Preferred: Administrative or technical background acquired through completion of 2 - 3 years of college

Minimum Experience:

Required: 3-5 years of previous job-related experience

Preferred: 6-10 years of previous job-related experience


Required: Valid Illinois State Drivers License

Computer Skills:


Basic Keyboarding Skills

Microsoft Excel

Microsoft Power Point

Microsoft Word

Microsoft Outlook

Webex or Zoom

Microsoft Teams


Adobe Reader


Our Commitment to Diversity and Inclusion

Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.

Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

This job has expired.

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