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Administrative Assistant

University of Chicago

University of Chicago

Administration, Education
Chicago, IL, USA
Posted on Saturday, December 9, 2023

Department

BSD PED - Hematology, Oncology, and Stem Cell Transplantation - Administration


About the Department

The Section of Pediatric Hematology/Oncology provides care for patients and families with acute and chronic medical conditions, or other hematologic diseases, requiring the specialty knowledge and skills of Hematology, Oncology and Stem Cell Transplantation.


Job Summary

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 one or more sections, including managing schedules, coordinating meetings and events, and maintaining records. The ideal candidate should possess strong organizational and communication skills, be proficient in 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.

​​Our department follows a hybrid work structure that fosters productivity, collaboration, and employee well-being. Working from the office is encouraged for tasks that require a high degree of collaboration.

Responsibilities

  • Provide daily administrative support to clinical and program leaders within the section(s).

  • Provide 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). Track and help drive completion of key deliverables and follow up on outstanding items.

  • Provide and manage 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.

  • Prep, set up, execute, and follow up on meetings, interviews, functions, and projects ensuring oversight is well-coordinated, timely, and effective.

  • Organize and manage meetings and other section initiatives. Enhance and continually refine the onboarding process for new faculty, staff, and trainees, while also providing hands-on assistance with their onboarding needs.

  • Oversee the Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, academic personnel, and Advanced Practice Providers. Track and help drive completion of key deliverables and follow 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 the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors. 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.

  • Prepare special reports and summaries, assist 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.

  • 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).

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Work Experience:

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

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Certifications:

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Preferred Qualifications

Education:

  • Bachelor’s degree.

Experience:

  • Previous experience in progressively responsible administrative support roles within an academic healthcare setting.

  • Experience leading at least one sizable, complex project, preferably serving multiple and/or competing constituencies.

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.

  • 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.

  • Proficiency in Microsoft Office.

  • 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 collaborative relationships throughout the organization.

  • Familiarity working in an academic medical center environment.

Working Conditions

  • Office environment.

  • Eligible for a hybrid work schedule based on business needs and the demands of specific tasks. Working from the office is encouraged for tasks that require a high degree of collaboration.

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

Administration & Management


Role Impact

Individual Contributor


FLSA Status

Exempt


Pay Frequency

Monthly


Scheduled Weekly Hours

40


Benefits Eligible

Yes


Drug Test Required

No


Health Screen Required

No


Motor Vehicle Record Inquiry Required

No


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.