The American College of Surgeons (ACS) is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.
The Administrative Assistant will support the Director of Information Technology (I.T. Director) and I.T. department in the following areas:
Scheduling and managing physical and virtual meetings
Management of the Director's calendar schedule, as well as triage emails
Management of contracts (scanning and retrieving documents in contracts-management system)
Management and coding of invoices
Budget forecasting and budget variance reporting
This exempt position will report to the I.T. Director in the Division of Information Technology.
It is based in our Chicago office and is a hybrid role: 2 days per week in the office/3 days per week remote, planning to move to 3 days per week in the office/2 days per week remote after Labor Day, 2022.
Provides detailed and extensive administrative management and support to the I.T. Director - including, but not limited to: managing the Director's email, phone calls and calendar meetings; monitoring and prioritizing email; preparing lists of email priority messages; screening and scheduling conference calls;and booking travel. Acts as department point person for centralized communication - notifying both the I.T. Director and Executive Director of emergencies.
Maintains the I.T. Director's daily calendar and meets routinely with him/her to ensure accuracy; coordinates appointments and arranges meetings; coordinates meeting invitations and logistics; and initiates scheduling of meetings on behalf of the Director, supporting other senior managers in meeting scheduling.
Provides phone and e-mail coverage for the Director and department. Provides support for staff meetings and other internal meetings planned, or managed, by the I.T. Director. Manages sensitive information on behalf of the I.T. Director and maintains a high-level of confidentiality.
Provides budget support to the I.T. Director by: managing and coding departmental invoices; preparing and submitting travel and departmental expenses for approval on behalf of the I.T. Director; and working with the I.T. Director to review and manage budget forecasting and variance reporting.
Assists with preparation of the I.T. Director’s correspondence and reports, which include word processing and editing of hand-written and/or transcribed documents. Provides administrative support to projects of the I.T. Director by preparing agendas and materials, coordinating written correspondence, and providing follow-up on tasks and initiatives.
Other duties as assigned.
Required Education and/or Experience:
Bachelor’s degree from an accredited college or university is preferred but not required.
Minimum of 2+ years of experience in a professional administrative position required.
Medical association experience and experience providing administrative support to a senior leader would be a plus.
Excellent communication skills (verbal and written) necessary to effectively interact with all levels of organization.
Capable of providing excellent customer service.
Attention to detail and organizational skills.
Must be able to multi-task.
Strong working knowledge of Microsoft Office Products (Outlook, Word, Excel, and PowerPoint).
Display high level of energy and thrive in a fast-paced environment.
Self-motivated and able to work independently and as a member of a team.
Ability to plan and prioritize workload and meet deadlines.
Ability to establish strong working relationships with all division teams and management.
Physical/Work Environment: Fast paced with significant people interaction. No lifting over 20 pounds, minimal reaching bending and stooping. Performs work in a normal office environment with long hours in front of the computer.
The American College of Surgeons is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please send an e-mail to firstname.lastname@example.org or call (312) 202-5000 and let us know the nature of your request and your contact information.
The American College of Surgeons is a professional and educational organization of surgeons that was founded in 1913 to raise the standards of surgical practice and improve the quality of care for surgical patients. The College is dedicated to the ethical and competent practice of surgery. Its achievements have significantly influenced the course of scientific surgery in America and have established it as an important advocate for all surgical patients. The College has more than 80,000 members and is the largest organization of surgeons in the world. For more information, visit www.facs.org.