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Legal Secretary

Req #:  140721
Facility:  Support Centers
Department:  NonClinical Support/Customer Service/Clerical Admi
City:  Downers Grove
Posting Budget Status:  Day
Shift Type:  Full Time - Permanent
Posting FTE:  1

Advocate Health Care, the largest health system in Illinois and one of the largest health care providers in the Midwest. Our Corporate Support & Operations Services are equally committed to advancing Advocate's goal of building lifelong relationships with patients by delivering the best health outcomes and highest level of service through an integrated approach to care and wellness.

Purpose:
Provide administrative assistance and secretarial support to the Legal Department. Assist operation of department by supporting Legal and Compliance Functions. Work with Associate General Counsel, Assistant General Counsel, Legal Specialists and other secretaries.

Accountabilities:

  • Assist other departments secretaries with the completion of work when the workload and deadlines so require. Must provide coverage for a secretary when away from the office.
  • Operate all equipment including computer, printers, copiers, scanners and remain current on all upgrades. Accurately type, format and proofread letters, memos, legal documents, reports. The legal documents may have significant length, requiring careful proofreading. Compose transmittal memos and letters as requested or directed. Compile data, create reports, and prepare audiovisual and/or written presentation material. Research information when required to complete a project, organize and summarize data. Maintain identified databases, making all necessary entries. Photocopy materials as requested which may include tasks such as size variation or collation. Some projects may require a significant amount of time.
  • Create and maintain files. Organize files for audits, financings, regulatory reviews. Purge files, in accordance with retention policy.
  • Open and appropriately route mail. Take action on mail not involving recipient when appropriate. Prepare and process mailings, some of which may require major distributions, messenger service or overnight delivery. Determine the appropriate process based on the need of the sender and the department.
  • Greet and direct visitors. Answer and screen telephone calls and take messages or refer call to the appropriate department member as indicated by the nature of the call. Some calls are patient care emergencies which must be referred immediately to the appropriate department member. All calls shall be responded to courteously and professionally, even when caller is angry and not courteous.
  • Indentify and complete tasks that will facilitate the efficient operation of the Legal Department. Participate in department task forces or teams designed to accomplish tasks, examine and improve department procedures, or discuss and design solutions to problems. Requisition office supplies making certain that cost is kept as low as possible. Monitor appropriate department records. Complete and process billing, expense reports and check requests for a variety of projects.
  • Organize special meetings, including all necessary presentations, schedules of rooms, food or drink requirement. Attend meetings and transcribe minutes.

 

Position Requirements:

  • 6~7 years secretarial experience, preferably in healthcare field or law office.
  • Ability to interact and work with several individuals and have good interpersonal skills.
  • Must be able to maintain confidentiality at all times.
  • Excellent spelling and communication skills required.
  • Ability to multi~task, prioritize work, work under pressure, occasionally work overtime.

About Advocate Health Care

 

Advocate Health Care, named among the nation’s Top 5 large health systems based on quality by Truven Analytics, is the largest health system in Illinois and one of the largest health care providers in the Midwest. Advocate operates more than 250 sites of care, including 12 hospitals that encompass 11 acute care hospitals, the state’s largest integrated children’s network, the state’s largest emergency and Level I trauma network, one of the area’s largest home health care companies, and the region’s largest medical group. Advocate Health Care has 4 teaching hospitals and is a not-for-profit, mission-based health system affiliated with the Evangelical Lutheran Church in America and the United Church of Christ.


Nearest Major Market: Chicago