Administrative Assistant

Administrative Assistant

In the Department of Pediatrics at the University of Chicago, we strive to provide the highest level of complex care for children from diagnosis and treatment to conducting research to find promising new therapies with a focus on teaching. We are committed to advancing the frontiers of knowledge, and the education and training of future clinical pediatricians, subspecialists, educators, clinical investigators and physician-scientists. The Department of Pediatrics is a dynamic, stimulating place to work, and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles.

The Administrative Assistant provides high-level administrative and analytical support, identifies and improves operational processes, and enhances the efficiency of assigned section(s). Performs comprehensive administrative tasks to facilitate the daily operations of multiple sections, including managing schedules, coordinating meetings and events, and maintaining records. The ideal candidate should possess strong organizational and communication skills, be proficient in Microsoft Office software, and have a knack for problem-solving. If you are a dedicated and detail-oriented professional with a passion for providing top-notch administrative support, we invite you to join our team and play a vital role in our success.

Responsibilities

• Provides daily administrative support to clinical and program leaders within the section(s).
• Provides administrative assistance including project plans, scheduling meetings, coordinating resources, planning, and execution of deliverables for standing meetings, lectures, and projects within the assigned section(s). Tracks and helps drive completion of key deliverables and follows up on outstanding items.
• Provides and manages administrative, expense, and logistic support for one or more sections, including but not limited to project schedules, calendar management, room reservations, expense management, travel logistics, and faculty and staff recruitment efforts, all with a sense of urgency and utmost confidentiality.
• Preps, sets up, executes, and follows up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.
• Organizes and manages meetings and other section initiatives. Enhances and continually refines the onboarding process for new faculty, staff, and trainees, while also providing hands-on assistance with their onboarding needs.
• Oversees the Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, academic personnel, and advanced practice providers. Tracks and helps drive completion of key deliverables and follows up on outstanding items.
• 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.
• Initiates correspondence and other written materials under own signature or for signature of leaders. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to leadership.
• 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, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• 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:

---

Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Background in an administrative support role.
• Previous experience in progressively responsible administrative support roles within an academic healthcare setting.
• Leading sizable, complex projects, preferably serving multiple and/or competing constituencies.
• Familiarity working in an academic medical center environment.

Technical Skills or Knowledge:

• Proficiency in Microsoft Office.

Preferred Competencies

• Knowledge of project management concepts and best practices, such as resource allocation, budget, and schedule management, as well as the standard methods for communicating project updates to leadership.
• Self-starter who can operate in a complex administrative environment with limited oversight.
• Manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines.
• Handle confidential and sensitive materials and situations.
• Strong verbal and writing skills; communicate clearly and effectively.
• Strong analytical and organizational skills.
• Proficiency in interacting comfortably with a wide range of professionals, from physicians and nurses to senior executives, faculty, and staff, fostering familiarity and a sense of comfort in a diverse academic healthcare environment.
• Develop collaborative relationships throughout the organization.

Working Conditions

• Office 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

?FLSA Status: Exempt

?Pay Range: $60,000.00 - $90,000.00

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 equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

Job seekers in need of a reasonable accommodation to complete the application process should call View phone number on click.appcast.io or submit a request via Applicant Inquiry Form.

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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.