Department

BSD NEU - Operations

About the Department

The Department of Neurology at The University of Chicago Medical Center has a great history and tradition, having made significant contributions to neurological training, clinical care, and the basic understanding of neurological disease.

Job Summary

The Executive Assistant provides high-level administrative office support for the Chair with functional reporting to the Executive Administrator.

The Executive Assistant independently manages and completes tasks and projects, using judgment and discretion in an accurate and timely manner while demonstrating effective and efficient planning, initiative, organization, prioritization, decision making, and confidentiality skills. He/she performs work of a complex and often confidential nature and relieves supervisors of a wide range of administrative details. This role will require the Assistant interpret and apply University policies, procedures and guidelines; gather data and prepare standard reports; processes documents/records and provide budget support.

Responsibilities

Manage Chair's calendar and schedule appointments independently, or as directed.

Orchestrate the public relations of the department in conjunction with the Chair, the Executive Administrator and Human Resources.

Serve as editor and assumes primary responsibility for generation of key department publications including the annual report, department brochure, and promotional materials used for recruitment and fundraising purposes.

Work closely with faculty Directors, Associate Chairs and Executive Administrator coordinating the administrative needs of the Department.

Ensures that all reporting documents are submitted to the Chair, ensures that follow-up items are acted upon by the committees, and performs other, similar functions.

Performs ongoing assessment of the Chair's office organization and functioning, advises the Executive Administrator and Human Resources of deficiencies in office systems and operations and recommend solutions.

Assumes responsibility for completely resolving complaints/issues not resolved at lower management or staff levels.

Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities.

Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.

Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

Bachelor's degree in relevant field.

Experience:

Relevant administrative experience.

Preferred Competencies

Excellent verbal and written communication skills.

Excellent interpersonal and customer service skills.

Excellent organizational skills, ability to maintain files.

Proficiency with word processing applications, preparing presentations, spreadsheets and databases.

Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

Ability to exercise sound judgment and excellent problem-solving skills.

Attention to detail and proofreading skills.

Ability to exercise flexibility and contribute to the overall work of the team.

Considerable skill in working both independently and as a team member.

Ability to take initiative.

Familiarity with administration within a research university environment.

Application Documents

Resume/CV (required)

Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$61,000.00 - $88,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.