Now Hiring: Administrative Assistant – Health & Medicine Policy Research Group

Connect & Follow Us

Health & Medicine Policy Research Group Logo

Go Back

Now Hiring: Administrative Assistant

April 7, 2021

Job Title: Administrative Assistant

Supervised by: Director of Finance and Operations

Supervises: N/A

Status: Full time, Salaried, Exempt

Organization Overview:

Health & Medicine Policy Research Group (Health & Medicine) began in 1981 as an independent non- profit health policy and advocacy center in Chicago working to improve the health of all people in Illinois by promoting health equity with a commitment to social justice.

Position Scope:

The Administrative Assistant will work cross-programmatically to coordinate various program events for Health & Medicine and provide general administrative support to help assure the smooth running of the Health & Medicine office.


Event Support (approximately 20% of the time)

  • Serve as support staff coordinating various program events, both virtual and in-person for HMRPG and supporting staff during events as needed
  • Working with the program staff, develop a work plan and timeline for the year for events
  • Identify Secure bids from and select caterers, printers, venues, A/V vendors, etc. Serve as liaison.
  • Contact and coordinate event speakers scheduling, sharing info, and gathering their materials for presentation and/or distribution
  • Coordinate e-invitation production, mailings, and managing RSVPs
  • Draft emails/letters to vendors and related correspondence
  • Work with Communication Manager to deliver flyers, signage, materials for attendees, or any other material as needed
  • Maintain files and oversee correspondence
  • Collaborate with program staff and the Communication Manager on executing strategies to market events
  • Serve as support staff for fundraising events. Events include small major donor receptions, medium-sized cultivation and “friend-raising”-type events, and bi-annual large galas. Responsibilities include assisting the development department staff with the all of the tasks listed

Database Management (approximately 20% of the time)

  • Ensure integrity of the database and mailing list for communications, marketing, and fundraising
  • Ensure that contacts are included in CRM database (Neon) and that their relationships, giving histories and activities are recorded in a timely and accurate manner. Add and update records, remove inactive records
  • Generate and scrub customized mailing lists for fundraising and communications and events mailings
  • Enter all financial donations, special fundraising event purchases, and program event attendees (when appropriate) into database
  • Process credit card contributions
  • Create timely and personalized thank you letters and receipts to donors

Administration (approximately 60% of the time)

  • Send out Board and Executive Committee meeting reminders; organize materials for those meetings; attend the meetings and record minutes; order food for meetings when necessary
  • Take notes at staff meetings
  • Answer incoming phone calls, take messages, route calls, route mail, file
  • Log all incoming checks and payments
  • Provide administrative and clerical support to Executive Director and staff
  • Maintain Board, committee, and staff contact lists
  • Schedule conference room, schedule staff and other committee meetings, send meeting reminders
  • Monitor shared laptops and equipment
  • Manage monthly reports and calendars, including staff meeting calendar
  • Maintain office supply inventory. Purchase office and kitchen
  • Maintain office equipment, place call to repair service when necessary, set up meetings when needed
  • Serve as liaison to IT consultant
  • Provide other general office support as needed


  • High school diploma or GED with minimum 2 years relevant work experience; or Bachelor’s degree with 1 year relevant work experience, preferably in a non-profit setting
  • Experience providing programmatic and administrative support with excellent attention to detail
  • Experience working collaboratively across departments
  • Familiarity with CRM databases helpful
  • Competent in Microsoft Office
  • Ability to adapt and learn new technology and equipment quickly
  • Ability to work in fast-paced, deadline-oriented environment with a team
  • Strong written and oral communication skills
  • Ability to multi-task and work on several projects simultaneously
  • Ability to problem-solve and prioritize accordingly
  • Experience working with volunteers
  • General IT knowledge
  • Strong speaking and presentation skills
  • Interest in and passion for public health, health care access, health equity, and policy

Work Environment

  • Work is normally performed in a typical office work environment
  • Sitting for extended periods is required
  • Local travel to off-site locations throughout Chicago, suburbs and across Illinois occasionally required (once COVID-19 restrictions are lifted)
  • Workday is generally 9am – 5pm, although evening and weekend meetings will be necessary

Note on Modified Work Environment During COVID-19 Pandemic

To protect the health of staff and to align with public health guidance, Health & Medicine staff have been working remotely since March 2020. Employees are required to have access to a working internet connection and phoneline that enable them to conduct their work. Health & Medicine’s modified work environment in response to COVID-19 are considered to be temporary and subject to change. We anticipate the work from home policy to be in place at least until summer 2021 and will continue to monitor and be responsive to the COVID-19 pandemic.


Starting salary range $31,000-34,500 annually depending on qualifications and experience. Excellent benefits package including:

  • 100% employer-paid health, vision, and dental insurance
  • 3 weeks (15 days) paid vacation per year in addition to paid sick time and 10 paid holidays
  • 401K retirement plan, with employer contribution after one year
  • 3 months fully paid maternity/paternity leave policy


  • Email a cover letter and resume to Please write your name (Last, First) then “Administrative Asst.” in the subject line of your e-mail. Incomplete applications will not be accepted.
  • Deadline to apply is April 30,
  • No phone calls. Recruiters please do not contact this job
  • Health & Medicine is an equal opportunity employer. We welcome diversity among our board and staff and volunteers. We recruit, hire, train and promote without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity, disability, or any other protected