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Rush University Medical Center Administrative Coordinator in Chicago, Illinois

Job Title:

Administrative Coordinator


Grad Med Education




Active Regular FT (72 to 80 hours per pay period)


Job Number:


Job Description:

Administrative Coordinator – Graduate Medical Education

Are you interested in joininga dynamic team at Rush University Medical Center ?We are seeking experienced and highly motivated Administrative Coordinator to be part of the GME team.

Position Highlights:

  • The Administrative Coordinator is central to many of the department wide activities, enabling efficient workflow and the achievement of department goals.

  • With an understanding of the department’s strategies and objectives, the Administrative Coordinator is a key to budget, expense, and office management with minimal supervision.

  • Exemplifies the Rush mission, vision and ICARE values and acts in accordance with Rush policies and procedures.

Position Responsibilities:

  • Manages special projects/duties; coordinates and participates in department and project meetings.


  • Assist GME Director with new hire onboarding and compliance


  • Assist GME Director with room scheduling, packet creation and distribution, day of orientation activities.

  • Manages department’s various ongoing projects, including continually reviewing/identifying/implementing qualitative and process improvements.


  • Remain knowledgeable of Illinois Licensure requirements including but, not limited to training, permanent, controlled substance and DEA licensure.

  • Assist trainees with applying for an Illinois license (permanent and temporary)

  • Provide licensure reports to programs weekly during the busy season

  • Ensure each trainee has a copy of his/her license uploaded into MedHub

  • All hard copy license applications should be stored in MedHub

  • Licensure compliance

Call Rooms:

  • Ensure call rooms are cleaned and maintained as necessary

  • Ensure call room security

  • Ensure call rooms are equipped with necessities (phone, bed, computer, etc)

  • Communicate call room assignments to departments and/or trainees as necessary

  • Act as a liaison between hospital leadership/operations as it relates to call rooms

Immigration Liaison:

  • Act as a liaison between GME and Rush Immigration Specialist

  • Track, Report and Document any occurrences related to foreign nationals to Rush Immigration Specialist

  • Track H1B & J-1 approval compliance

  • Assist with documentation and applications as necessary for ECFMG, visas and Social Security

  • Manage the preparation and electronic submission of all grants, proposals, progress reports, and any correspondence related to office activities in compliance with its respective requirements.

  • Responsible for monitoring cost center fiscal operations. Works with Administrator to conduct budget analysis, prepare annual budget analysis, and implement budget initiatives.

  • Assists in design and maintenance of necessary databases. Oversees proper maintenance and database entry.


  • Ensure all trainees have signed Letter of Appointment

  • Ensure all trainees complete yearly Mandatory LEAP Online training modules

Off boarding:

  • Create and implement checkout process.

  • Ensure all graduating house staff complete the checkout process

  • Ensure Graduation Certificates contain accurate information (Name, Program, and Training Dates), receive appropriate leadership signatures, and are distributed in a timely fashion.

Off Cycle Trainees:

  • In collaboration with the GME Software Trainor, manage the training history and salary of off cycle trainees

  • Ensure Off cycle trainees remain current with Letter of Appointment

  • Ensure Off cycle trainees receive accurate pay to coincide with their new training level.

Freedom Pay/Meal Voucher:

  • Assign and manage meal funds to freedom pay tags.

  • Distribute to trainee and departments as needed.

  • Issue replacement tags as needed.

  • Request and remove coordinator access as needed.

  • Order new/replacement tags as needed.

  • Assist with other special projects as assigned.

  • This position may require some evenings and weekends

  • Establishes and implements protocols for policy and procedures according to administrative guidelines. Monitors compliance and evaluates effectiveness.

  • Provides coordination and administrative support to department. Tasks include management of calendars and meeting requests, coordination/preparation of meeting agendas and materials, the development of PowerPoint presentations and Excel spreadsheet support.

  • Manage data collection, analysis, creation, and maintenance of databases.

  • Provides administrative support for the office and staff: answer phones, take messages, maintain electronic calendars. Assist all staff with coordinating meetings as well as record and distribute minutes.

  • Serves as a Notary Public for official forms and correspondence related to house staff licensure and USMLE application and for program faculty.

  • Provides administrative support to the bimonthly GME Committee meetings which includes taking meeting minutes.

Position Qualifications Include:

  • Bachelor’s Degree

  • Three years of administrative experience.

  • Excellent organization skills and strong oral and written communication skills.

  • Proficient with Microsoft Office software.

  • Flexibility and willingness to perform a variety of tasks.

  • Ability to work independently and demonstrates the ability to work effectively with a diverse group of people.

  • Ability to exercise judgment and discretion.

  • Ability to maintain expected level of customer service.

  • Ability to prioritize, multi-task, and re-prioritize using time management skills to expeditiously complete assignments and duties.

Company Highlights:

  • Ranked among the top academic medical centers in the country, Rush University Medical Center is an outstanding place to enhance your career. Everything we do centers on one goal: improving patient care.

  • Leading academic medical center, acute care hospital w/ 664 licensed beds.

  • Ranked among the top 20 best places to work in healthcare by Indeed.

  • Rush offers a competitive salary, and valuable healthy living benefits including: health, dental and vision to help you maintain and improve your health. Rush also offers several ways to invest in your future.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.