Department
BSD NEU - Support
About the Department
Job Summary
Responsibilities
With leadership staff, assists in managing daily operations of the office, including personnel and environmental needs and projects. May assist in developing administrative goals and policies and supporting new or revised administrative processes through documentation, training, and communication. Maintains calendars and schedules as needed.
Provides administrative support for leadership staff and faculty. Coordinates information flow.
Supports or independently performs administrative tasks and processes such as arranging meetings, interviews, developing agendas, and preparing progress reports. Stays informed of activities relating to programs and initiatives, apprising of issues when deemed necessary.
Supports personnel recruitment, hiring, onboarding, and retention, and liaises closely with internal and external stakeholders to ensure accurate and timely completion of necessary steps.
Procures and produces supporting documentation in support of section, department, and divisional needs and ensures individual and section compliance.
Triages emails and telephone calls for action. May initiate correspondence and other written materials under own signature or for signature of the leader. Resolves a combination of some routine and complex inquiries.
Prepare special reports and summaries, especially relating to clinical operations and payment, and other areas as needed.
Coordinates special projects as directed by leadership. Prepares write ups for recommendations for operational and administrative problems.
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar.
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
Performs other related work as needed. Order Lab coats and business cards for faculty.
Serve as a backup to the Executive Assistant to the Chairman.
Prepare, distribute and respond to correspondence and packages; screen mail.
Coordinates and supports large conferences and meetings, such a department education symposiums and faculty teaching retreats, department wellness committee.
Collaborates with individuals within and outside of the department as needed for tasks/projects, including interfacing with IT.
Supports various administrative tasks as requested by the department’s education team, including but not limited to Grand Rounds.
Inputs and monitors clinical schedules in various scheduling software.
May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages 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:
Certifications:
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Preferred Qualifications
Education:
Bachelor's degree.
Experience:
Progressively responsible administrative experience.
Experience in a university or Academic Medical Center environment.
Preferred Competencies
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Handle sensitive and confidential situations and information with absolute discretion.
Excellent organizational skills, ability to maintain files.
Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.
Exercise sound judgment and excellent problem-solving skills.
Attention to detail and proofreading skills.
Exercise flexibility and contribute to the overall work of the team.
Considerable skill in working both independently and as a team member.
Take initiative.
Familiarity with administration within a research university environment.
Application Documents
Resume (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
Role Impact
Scheduled Weekly Hours
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Pay Rate Type
FLSA Status
Pay Range
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
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.
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