Administrative Specialist

Department BSD MED - Pulmonary - Administrative Support

About the Department

The Section of Pulmonary and Critical Care Medicine has been a model of exemplary patient care, research, and post-doctoral training for more than 20 years. The 31 faculty, clinical associates and research associates along with a staff of more than 72, have devoted themselves to the pursuit of excellence in each of these important activities.

Job Summary

This job provides administrative support within the Section of Pulmonary/Critical Care Medicine, which consists of faculty, administrative and research staff as well as students and visitors. This role will interact with and support multiple faculty members and clinical associates on a regular basis. This role will also assist other administrative staff with day-to-day operations, financial transactions, reporting, projects, events/meetings, and will interact with centralized offices throughout the University of Chicago. The ideal candidate will maintain a professional demeanor, work well under time sensitive deadlines, exhibit good communication skills, be well organized, utilize available resources, and be able to prioritize requests from multiple people.

Responsibilities

• Provide administrative support to multiple faculty members and clinical associates within the department.

• May process reimbursements/payments for faculty, clinical associates, staff and students.

• Maintain calendars for multiple faculty members and clinical associates/conference room schedules.

• Coordinate meetings within the Section – food orders, room set up.

• Assist with the preparation of presentations, reports and correspondence.

• May coordinate travel arrangements and itineraries.

• Assist with organizing ad hoc and regular Section events.

• May assist with seminar series speakers, including coordinating visits of speakers and others to the Section. Prepare itineraries, assist visitors with travel arrangements, process travel reimbursements.

• May assist with maintenance of the Section website and email distribution lists.

• Provide coverage for other administrative staff as needed.

• Check and distribute mail.

• Triages emails and telephone calls for action in particular as related to Ingalls Memorial Hospital clinic and inpatient services. Resolves mostly routine and some complex inquiries.

• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.

• 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.

• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.

• 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 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Previous experience in an administrative support role.

• Experience with Oracle and GEMS or similar reimbursement/payment systems.

• Experience with handling a large volume of work often restricted by deadlines.

• Previous experience working within a university, clinical setting, or academic medical center environment.

Preferred Competencies

• Self-starter who can operate in a complex administrative environment with limited oversight.

• Ability to manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines.

• Ability to handle confidential and sensitive materials and situations.

• Strong verbal and writing skills; ability to communicate clearly and effectively.

• Superior customer service skills.

• Ability to remain calm under pressure.

• Proficiency in Microsoft Office including Word, Excel and PowerPoint, Calendar.

• 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.

• Ability to develop strong and collaborative relationships throughout the organization.

Application Documents

• Resume (required)

• Cover Letter (required)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

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

Hourly

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FLSA Status

Non-Exempt

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Pay Range

$24.04 - $31.25

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 theBenefits 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 aiapply.co 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.

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